VIRTUAL ASSISTANT

PROGRAM
FROM ALX
Index:
1. Week 1:
1.1 Welcome and Getting Started
1.1.1 Welcome!
1.1.2 How to Navigate This Learning Platform Like a Pro
1.1.3 Discover: The Impact of the VA Program:
1.1.4 Why VAs are So Important
1.1.5 Two Leading Vas
1.1.6 Karibu! to the VA Program
1.2 VA Program Overview
1.2.1 What You Need to do This Week
1.2.2 Program Overview
1.2.3 Program Road Map
1.2.4 Graduation Requirements
1.2.5 Program Tools
1.2.6 Course Information
1.3 Your New Community
1.3.1 The Importance of Community
1.3.2 Community Code of Conduct
1.3.3 The Importance of Community
1.3.4 Week #1 - Recap Quiz

2. Week 2:
2.1 What is a VA
2.1.1 Welcome to Week 2!
2.1.2 Looking Ahead: Week 2 Milestone and Recap Quiz 2
2.1.3 What is a VA?
2.1.4 How Did the VA Role Get Established
2.1.5 Evolution to AI Virtual Assistant
2.1.6 The VA Role Trajectory
2.1.7 Why Become a VA?
 2.1.8 VA Perks
2.1.9 Why Become a VA?
2.2 Defining a Good VA
2.2.1 Skills and Tools
2.2.2 Essential Skills of a VA
2.2.3 Skills, Tools and Common Tasks
2.2.4 What Makes a Good VA?
2.2.5 A Good VA
2.3 Mindset & Attitude
2.3.1 Seeing a Clearer Picture of You
2.3.2 Mindset
2.3.3 Growth Mindset
2.3.4 Grit and The Power of Yet
2.3.5 Grit and Growth Mindset
2.4 Soft Skills Part 1
2.4.1 A Closer Look at Essential Skills
2.4.2 Communication Basics
2.4.3 Proactive Communication
2.4.4 Effective Communication
2.4.5 Upward Management
2.4.6 Active Listening
2.4.7 Communication
2.5 Soft Skills Part 2
2.5.1 Confidentiality and Discretion
2.5.2 Excellence and Quality Work
 2.5.3 Time Management
2.5.4 Practical Time Management Tools
2.5.5 Prioritization Matrix Template
2.5.6 Activity: Using the Prioritization Matrix
2.5.7 Time Management and Prioritization
2.6 Resourcing Yourself
2.6.1 Peer Coaching: VA to VA
2.6.2 Doing Challenging Things
2.6.3 You’re VA Skills Map
2.6.4 Resourcing Yourself
2.7 Week #2 Milestone: Skills Map and Peer Coaching
Reflection.
2.7.1 Week #2 Milestone: Skills Tracking and Peer Coaching
2.7.2 Week #2 - Recap Quiz.

3. Week 3:
3.1 Welcome to Week 3
3.1.1 Welcome to Week 3!
3.1.2 Looking Ahead: Week 3 Milestone and Recap Quiz 3
3.1.3 Essential VA Tools & Technical Skills
3.2 Introducing Google Workspace
3.2.1 Key Tech Tools: Google Workspace
3.2.2 Google Workspace
3.2.3 Introducing Google Workspace
3.3 Gmail, Google Drive, & Google Calendar
3.3.1 Gmail for VAs
3.3.2 Creating Gmail Signatures
3.3.3 Google Calendar for VAs
3.3.4 Google Drive for VAs
3.3.5 Gmail, Google Drive, & Google Calendar
3.4 Google Docs & Google Sheets
3.4.1 Google Docs for VAs
3.4.2 Google Docs Tutorials
3.4.3 Google Sheets for VAs
3.4.4 Google Sheets Tutorials
3.4.5 Google Docs & Google Sheets
3.5 Google Slides & Google Forms
3.5.1 Google Slides for VAs
3.5.2 Google Forms for VAs
3.5.3 Google Workspace: You Did It!
3.5.4 Google Slides & Google Forms
3.6 Managing A Client's Calendar
3.6.1 Managing a Client's Calendar
3.6.2 Time Zones Explained
3.6.3 Calendar Events and Tools
3.6.4 Apply Your Calendar Management Skills
3.6.5 Managing A Client's Calendar Time Zones Explained
3.7 Managing a Client's Inbox
3.7.1 Managing a Client's Inbox
3.7.2 Practicing Your Inbox Management Skills
3.7.3 Managing a Client's Inbox
 3.8 Week #3 Milestone: VA Tech Tools Calendar and Inbox
3.8.1 Gmail for VAs
3.8.2 Google Calendar for VAs
3.8.3 Managing a Client's Calendar
3.8.4 Calendar Events and Tools
3.8.5 Apply Your Calendar Management Skills
3.8.6 Managing a Client's Inbox
3.8.7 Practicing Your Inbox Management Skills
3.8.8 Week #3 Milestone: Managing Calendar and Inbox
3.8.9 Week #3 - Recap Quiz

4. Week 4:
4.1 Practicing VA Tech Skills & Hard Skills
4.1.1 Welcome to Week 4!
4.1.2 Looking Ahead: Week 4 Milestone and Recap Quiz 4
4.1.3 Practicing VA Tech Skills & Hard Skills
4.2 Preparing Presentations
4.2.1 Creating Presentations for VAs
4.2.2 Powerful Presentations Tools
4.2.3 Preparing Presentations
4.3 Planning, Researching & Booking Travel
4.3.1 Planning Travel
4.3.2 Preliminary Information
4.3.3 Before Booking Travel
4.3.4 Country Specific Entry and Exit Requirements
4.3.5 Where to Start Researching and Planning
 4.3.6 Booking Accommodation
4.3.7 Travel Itinerary and Checklist
4.3.8 Mini-Project 1: Travel Pack - Steps 1 - 3
4.3.9 Mini-Project 1: Travel Pack - Steps 4 - 8
4.3.10 Mini-Project 1: Travel Pack - Steps 9 - 12
4.3.11 Planning, Researching & Booking Travel
4.4 Project Management
4.4.1 Project Management for VAs
4.4.2 Project Management Tools
4.4.3 Mini-Project 2: Project Plan
4.4.4 Project Management
4.5 Learning How to Learn
4.5.1 Tackling Week 4 Projects: What To Do When You Don't Know
4.5.2 Learning How to Learn
4.6 Week #4 Milestone: Travel Pack and Project Plan
4.6.1 Week #4 Milestone: Travel and Project Management
4.6.2 Week #4 - Recap Quiz

5. Week 5:
5.1 Welcome to Week 5
5.1.1 Welcome to Week 5!
5.1.2 Looking Ahead: Week 5 Milestone and Recap Quiz 5
5.1.3 Welcome to Week 5
5.2 Meeting Agendas and Minutes
5.2.1 Video Conferencing Etiquette and Tools
5.2.2 Why Agendas Matter
 5.2.3 Mini-Project: Create a Meeting Agenda
5.2.4 Taking Meeting Minutes/Notes
5.2.5 Your Minute Taking Strategy
5.2.6 Meeting Agendas & Minutes
5.3 Internet Research
5.3.1 Research for VAs
5.3.2 Research with AI Tools
5.3.3 Internet Research
5.4 Data Entry & Expense Tracking
5.4.1 Expense Tracking
5.4.2 Data Entry
5.4.3 Mini-Project: Research and Data Entry
5.4.4 Data Entry and Expense Tracking
5.5 Soft Skills Part 3
5.5.1 Emotional Intelligence
5.5.2 A VA with Empathy
5.5.3 VA Skills Tracking Take 2
5.5.4 Empathy In Action
5.5.5 Soft Skills 3
5.6 Week #5 Milestone: Internet Research and Meeting
Management
5.6.1 Week #5 Milestone: Data Entry, Meetings and Skills Map
5.6.2 Week #5 - Recap Quiz

6. Week 6:
6.1 Welcome to Week 6
 6.1.1 Welcome to Week 6!
6.1.2 Looking Ahead: Week 6 Milestone and Recap Quiz 6
6.1.3 Welcome to Week 6
6.2 Finding Employment
6.2.1 The Game of Employment
6.2.2 The Job Market
6.2.3 Places to Look for Job Postings
6.2.4 Hear from Hiring Managers
6.2.5 Finding Employment
6.3 Networking
6.3.1 The Networking Game
6.3.2 Networking In Person and Online
6.3.3 Level 1: Map Your Own Network
6.3.4 Level 2: Reach Out With Asks
6.3.5 Level 3: Make Thoughtful Follow-Ups
6.3.6 Networking
6.4 Preparing for Week 7
6.4.1 Getting Ready for Week 7
6.4.2 Preparing for Week 7
6.5 Cover Letters
6.5.1 Your Strengths, Cover Letter and Resume.
6.5.2 Essential Elements of a Cover Letter
6.5.3 Cover Letter Examples
6.5.4 VA Cover Letter Template and Tailoring Process
6.5.5 Mini-Project: Cover Letter
 6.5.6 Cover Letters
6.6 Resumes
6.6.1 Your VA Resume
6.6.2 Adding Resume Content
6.6.3 Quick Resume Improvement
6.6.4 Mini-Project: Resume Revamp
6.6.5 Resumes
6.7 LinkedIn Makeover
6.7.1 Why use LinkedIn?
6.7.2 9 Steps to a Powerful LinkedIn Profile
6.7.3 VA LinkedIn Profile Revamp: Steps 3 - 5
6.7.4 Examples of Great LinkedIn Sections
6.7.5 LinkedIn Etiquette
6.7.6 Mini-Project: LinkedIn Makeover
6.7.7 LinkedIn
6.8 Week #6 Milestone: Creating Your Resume, Cover Letter
and LinkedIn Profile
6.8.1 Week #6 Milestone: Creating Your Resume, Cover Letter and
LinkedIn Profile
6.8.2 Week #6 - Recap Quiz

7. Week 7:
7.1 Practicing VA tasks
7.1.1 Welcome to Week 7!
7.1.2 Looking Ahead: Week 7 Milestone and Recap Quiz 7
7.1.3 Volunteer VA Tasks
 7.1.4 Working with Clients
7.1.5 Practicing VA tasks
7.2 Finding Contract Work
7.2.1 Working as a Freelancer
7.2.2 First Job Online as a Freelancer
7.2.3 Strategies for Building a Client Base
7.2.4 Online Platforms to Find Contract Work
7.2.5 Writing Winning Bids as a Freelancer
7.2.6 Activity: Your VA Bid
7.2.7 Contract Work
7.3 VA Elevator Pitch
7.3.1 Your Personal Pitch
7.3.2 VA Program Pitch Examples
7.3.3 Activity: Draft Your Personal Pitch
7.3.4 Elevator Pitch
7.4 Interviewing and Negotiating
7.4.1 Job Interviews: What Employers Want
7.4.2 Acing Job Interviews
7.4.3 Job Interview Examples
7.4.4 Salary Negotiations
7.4.5 Setting Your Rate as a Freelancer
7.5 Week #7 Milestone: Online Bid and Personal Pitch
7.5.1 Week #7 Milestone: Online Bid and Personal Pitch
7.5.2 Week #7 - Recap Quiz

8. Week 8:
8.1 Wrapping up
8.1.1 Welcome to Week 8!
8.1.2 Looking Ahead: Milestone 8
8.1.3 Recap: Graduation Requirements
8.1.4 Wrapping up
8.2 Wise Words from the Gurus
8.2.1 Client Safety and Value Add
8.2.2 Navigating Specific Situations
8.2.3 Wise Words from the Gurus
8.3 Niche Areas
8.3.1 Specialization as a VA
8.3.2 Choosing Your Area
8.3.3 Your VA Toolkit
8.3.4 VA Skills Mapping Take 3
8.3.5 Program Road Map - Week 8
8.3.6 Niche Areas
8.4 Week #8 Milestone: Skills Map Take 3
8.4.1 End of Program Feedback
8.4.2 Week #8 Milestone: Skills Map Take 3
8.4.3 Week #8 - Recap Quiz
Week 1
1.1 Welcome and Getting Started
1.1.1 Welcome!
1.1.2 How to Navigate This Learning Platform Like a Pro
1.1.3 Discover: The Impact of the VA Program:
1.1.4 Why VAs are So Important
1.1.5 Two Leading Vas
1.1.6 Karibu! to the VA Program
1.1.1 Welcome!

“So you want to be a Virtual Assistant? Great decision!”

You are in the right place and the next 8-week journey is going to be epic. Together, we will
unpack “WHY” this is - by far - the best decision you have ever made. We will explore the
strategic significance of the role. We’ll dive deep into the “HOW” and equip and arm you with
practical tools and approaches that will set you up to thrive as a Virtual Assistant. By the end of
program, you will have gained the ability to effectively do the work, unlock exciting opportunities and
propel your career forward.

On this learning journey, you will:

LEARN
About the role, what it entails and what it takes to be a stellar Virtual Assistant.

ELEVATE & REFINE

Your skills and technical competencies to be a leading VA in the modern workplace.

CONNECT
With innovative young leaders in the industry, identify opportunities and supercharge your career
forward.
We are excited to share what is in store, and this video breaks it all down. Let’s watch.
In case you need it, the video transcript is below.

https://youtu.be/eR_lZAAGEdQ?si=7-231ROheu8kNfLy

Video Transcript
Hello and welcome to the ALX Virtual Assistant Training Program! You’ve made a great decision to
join this course and we look forward to having you with us on this learning journey over the next 8
weeks.
I’m Prudence Chikono, a seasoned Virtual and Executive Assistant, and Trainer. I am one of the
designers of this program and I will be your course guide and facilitator. I’ll be here to greet you on
video each week and share the exciting content in store for that week.
I have been an assistant for 15 years. My first job was by chance and I just took it to get my foot in
the door. I just really needed a job. Little did I know that was the best decision I made for my career
because that choice led to me where I am today. An accountant, a skilled trainer and coach. Every
skill I used to develop my career came from my experiences as an Assistant. I obtained my degree
while I was an assistant, and guess what? Even after graduating, I remained an assistant. I was
already experiencing the benefits of working with managers in the top offices.
I found myself in exciting places because of the job. I sat in meetings to take minutes but I was also
learning how decisions are made at the top, and businesses are run. I planned complex travel and
that equipped me to understand how other countries conducted business differently. The strong
global network I have now is predominantly from the managers I supported and the
connections I made as an assistant.
Over the next 8 weeks, you will hear from other professionals who have benefited from being a VA.
So, I repeat, you are in the right place and have made a great choice to complete this
program. The skills you will build are robust and can unlock opportunities in any industry of choice.
By the time you complete this program, you will be able to:

 Explain to others what a VA does and what makes someone a great VA.
 Better understand yourself, your interests, your strengths, and your most important
areas for growth.
 Have learned and practiced key soft skills and mindsets that the best VAs have,
including outstanding proactive communication, resourcefulness, grit, and growth
mindset.
 Have learned and practiced the most important technical skills of a VA, including
Managing a Client’s Inbox, Creating Slides and Presentations, Internet Research,
Project Management, Research Booking Travel, Creating an Itinerary, Data Entry,
Expense Tracking, Creating Meeting Agendas, Taking Meeting Minutes/Notes.
 Have gained practice using Google Workspace, a collection of software applications
very frequently used by VAs.
 Have gained competency in effectively applying emerging tech and AI tools such as
Gemini, Asana, and Canva.
 Have learned about niche areas VAs may specialize in, such as social media
management and event planning.
 Understand the difference between employment versus contract/ freelancing work
and the pros and cons each presents.
 Expand your awareness of what career possibilities exist for you and how to secure
them.

In addition:

 We’ll help you prepare a strong resume and LinkedIn profile, find and apply for VA
jobs, and also start looking for contract work if that is the avenue you choose.
 You’ll also gain valuable real-life experience as a volunteer VA for people in your
network.
 By the end of the course, you’ll have a ton of valuable knowledge and skills under your
belt and a plan of action for moving forward into employment and/or VA contract work.

Being a VA opens doors to spaces that seem surreal. Commit to it and it will take you places. Of
course, it’s not going to be easy. If it was, everyone would do it. You are here because you know you
have what it takes. I think so, too. Anything worthwhile takes grit and determination. You’ve got
this!

Buckle up, it’s going to be a life-transforming ride!

1.1.2 How to Navigate This Learning Platform
Like a Pro

Okay sign and tablet

We know you will receive your onboarding information via email, but we want to be
sure we are on the same page and that you are set up for success from the get go. You
can see this check-in as us practicing clear communication, which is one of the
leading VA skills you will hone on this journey. Ready? Let’s jump in.

Module Progression
Your course is organized by modules, which you can think of as chapters. Every
week, a new set of modules will be unlocked so you can access them. Each module
has pages (sub-modules). Those pages are meant to be studied in the order they are
presented. There is a natural progression to the material, and jumping around different
sections of content will not be helpful. It is best to follow the defined order.

Getting Around Your Learning Platform

A tutorial on navigating this learning platform is below. Getting around this platform
is the biggest feat you will ace this week. Yes, we said “ace” because we know you
have it in you. Once you learn the platform, you will navigate it with ease. But to get
there, you need to take a few minutes to review the tutorial and –if you can – tag
along.

Remember, as the world evolves and processes improve, we will always need to learn
new tools and ways of working. That’s particularly true for VAs who must stay up-to-
date, efficient, and ahead of the ever-changing workplace.

We are committed to your progress and are jumping right in to ensure you are
equipped with the skills needed to succeed in this course. By the time you learn this
platform, you will have practiced 3 key skills: a willingness to learn, adaptability, and
the ability to use a new tech tool.
Savanna Tutorial
Please watch the mandatory tutorial on getting around this learning platform. It will
make navigating the platform easier. The course content that you see in the tutorial is
only an example and won’t precisely match what you see in this program.

If the video is not clear when it starts playing, click the settings icon at the bottom
right corner of the video and adjust the quality.

<iframe title="vimeo-player"
src="https://player.vimeo.com/video/972936772?h=33b9f5e11c" width="640"
height="360" frameborder="0" allowfullscreen></iframe>

Once you are done learning how to get around Savanna, jump to the next page (sub-
module) to hear real-life stories of how the VA Program has unlocked doors and
catapulted the careers of past graduates.
1.1.3 Discover: The Impact of the VA Program:

Kendi’s Journey
Kendi graduated from the ALX VA program two years ago. She’s here to inspire you
with the story of her journey.

https://youtu.be/bNjg087F9tg?si=Ch2-cr2U6eNck8er

Reflect:
After watching the video, please take a moment to reflect on WHY you are in the VA
Program and what you hope to get out of it. Your reasons could be anything from
earning a reputable certificate to landing a stable VA job, where you work closely
with decision-makers and get first-hand experience of how companies are run. Why
are you here? Jot down your reasons. We will explore them again in Week 2.

Knowing your WHY when embarking on any endeavor is crucial and pivotal for
achieving success.
1.1.4 Why VAs are So Important

“Assistants are influential and have one of the most critical roles in the 21st
Century.”That is how trailblazing leaders see VA’s and the impact of their work.

What Leaders Have to Say about VAs

Fred Swaniker, The Founder and CEO of African Leadership Group and ALX
understands the importance of Virtual Assistants best. He has first-hand experience of
the role’s value and strategic impact and has also seen how working as an assistant
catapults one’s career to greater roles.

His former assistants moved on to bigger roles like Chief of Staff, starting their own
business, or completing their Master’s degrees at prestigious universities. The skills
they acquired and workplace exposure they had unlocked bigger global opportunities.

Let us hear what Fred has to say about the importance of this VA journey that you
have embarked on and the influence it carries.

https://youtu.be/Nc-HvJ2TGYw?si=OsJedVFPH2OLvtbQ

Reflect:
Now that we understand the influential role VAs play, we have two questions for you.

The VA Program is your foundation and stepping stone to _______ (what)?

What trait/ characteristic do you have right now that will help make you an
“influential leader, in secret”? It can be anything, for example, being organized, being
a fast learner or being attentive to details. Reflect and jot down your reasons.
Eager to Learn About You
Soon, you will meet your peers – young leaders like you who are eager to learn VA
skills, influence the room and ultimately, move their careers forward.
Hold on to the responses you jotted down because, in the next few pages, you will
have the opportunity to share them with your peers and us. We cannot wait to learn
more about you!
1.1.5 Two Leading VAs

Meet the Trend Setters

Speaking of influential VAs, we would like to introduce you to two leading VAs who are
setting new norms in the industry. They will share their experiences with you over the
next eight weeks.
Meet Jeremiah
Jeremiah is an established VA and offers valuable insights throughout this program.
https://youtu.be/sibIHrbKcRg?si=OQ_j2Lyoax8x4Ojp

Meet Hope
Another leader in the VA industry is Hope, the ex-deputy Chief of Staff to ALX/The
Room founder Fred Swaniker. During this course, Hope will share her experiences,
insights, tips and practical tools she uses to stay ahead and effective at her job.

https://youtu.be/cua4oD3oZJM?si=snrJiRS3m6ukznx7

Over the next 8 weeks, you will meet other established VAs who will let you into their
world. You will see how they apply their VA skills and how they earned reputations as
leading VAs. We hope you are ready because the next few weeks will be a game-
changer.
 1.1 VA Program Overview
1.2.1 What You Need to do This Week
1.2.2 Program Overview
1.2.3 Program Road Map
1.2.4 Graduation Requirements
1.2.5 Program Tools
1.2.6 Course Information
1.2.1 What You Need to do This Week

This Week’s Deliverables

Week 1 is all about getting you onboard and set up for success. You will learn more about:
 The structure of the program
 Graduation requirements
 Tools you need for the program
 Our community.
In the next few lessons, we will discuss the program expectations and the weekly assessments in
detail. For now, let’s focus on your immediate step and discuss what you need to do to
successfully complete Week 1.
Week 1
To successfully complete this week you must:

 Review all of the Week 1 learning content here on Savanna.

 Complete and submit VA Week 1 - Recap Quiz at the end of the week. It is relatively
quick and easy. Think of it as a quick check to be sure you have ticked all the boxes
and are fully onboarded.
 Score 70% or higher on the quiz to pass it.
 Connect with your community and Squad on the Portal. We will share more
information on the pages that follow.
 Participate in Karibu and onboarding events taking place this week. You will receive
the invitations by email.
1.2.2 Program Overview

Week by Week Flow

We know you are curious and an avid planner like us. To set you up for success, here is a quick
summary of the primary focus areas for each week of the program. We strongly recommend that you
don’t get too overwhelmed by thinking about the whole 8 weeks at once. Instead, practice what we
call two-dimensional thinking. Here is how it works.
Two-Dimensional Thinking
First, understand the big picture of what you will accomplish at the end of this learning experience,
then…
Instead of constantly thinking about the whole eight weeks at once, just focus on the step right in
front of you, and take it one week at a time.

Week by Week Flow

 Week 1: Welcome and Getting Set Up to Succeed in the VA Program.

 Week 2: What Makes a Good VA, Baseline Skills Mapping and Essential Skills -
including Upward Management, Mindset and Prioritization.
 Week 3: Deep Dive on VA Tech Tools - including Google Workspace and Essential AI
apps every leading VA must know.
 Week 4: Travel Planning, Research and Project Management.
 Week 5: Meeting Management, Data and Expense Tracking.
 Week 6: Self-Presentation - including Pitching, Networking, Interviewing & Negotiating.
 Week 7: Practice in the VA Role, Writing Winning Bids and Self-Awareness.
 Week 8: Niche Career Options, VA Toolkit & Tips to Getting Hired.

Take one step at a time and focus on making steady progress. Before you know it, you will display
your hard-earned VA Program certificate and add it to your list of achievements!
1.2.3 Program Road Map

Your Journey at a Glimpse

We have the tool to help you focus on the immediate step while holding a clear picture of the end
goal - your VA certificate that shouts “You Have Done Hard Things!”
This interactive road map highlights the learning journey over the next eight weeks. Take time to
engage with it, as it gives a visual of what to expect. To see each week’s lineup, click on the week.
Click the down-facing arrow at the bottom to return to the main road map.
1.2.4 Graduation Requirements

How to Complete This Program

First and foremost, proactively create adequate time in your schedule to review the
learning content and complete activities. We recommend you commit to 30 - 40 hours
per week:

 20 - 30 hours per week engaging with learning content, practicing applying

skills, completing activities and weekly assessments.
 5 - 10 hours per week interacting with peers, participating in community
events and social media prompts.

Carving time in your schedule will help you set a rhythm and prioritize completing your
course work.
Requirements to Maintain Good Standing
To maintain good standing in the program you must:

1. LEARN the weekly course material and complete all activities, prompts and
knowledge checks.
2. Complete and submit each week’s Recap Quiz and Milestone before the
weekly deadline.
3. You must score a mark of at least 70% to pass each Recap Quiz or
Milestone.
4. If you miss a Recap Quiz, complete it as soon as possible.
5. If you score under 70% for a Recap Quiz or Milestone, attempt it again
immediately to get a passing score. You may retake each Recap Quiz as
many times as you need to score the minimum of 70%.
6. Make the most of any grace period that may be offered. Grace periods are
a few days set aside for you to catch up on any missing/failed Recap
Quizzes and Milestones.
7. Honor and adhere to our code of conduct and community guidelines, and
always conduct yourself in a way that is respectful to your peers.

Graduation Requirements
To graduate from , you are required to have:

 Maintained good standing (as outlined above).

  Submitted and passed ALL assessments (8 weekly Recap Quizzes and 7
weekly Milestones) by the end of the 8 weeks of the program.

Upon graduation, we will issue you a certificate of completion.

Recap Quizzes and Milestones Structure

You have a total of 8 weekly Recap Quizzes and 7 weekly Milestones. Week 1 only has
a Recap Quiz due. There is no Milestone due. Weeks 2 - 8 each have a Recap Quiz
and a Milestones due.
Recap Quizzes have multiple-choice questions and will be automatically graded.
Milestones are a culmination of what you have learned during that week. Each
Milestone will require you to submit 1 - 3 pieces of work you will have completed that
week. You can see these as assets you can add to your VA portfolio. They will
include a skills map, travel pack, project plan, revamped resume and elevator pitch.
Each Milestone has clear instructions on how to submit your work.
The Recap Quiz and Milestone for each week are due on Monday of the following week
at 11:59 pm GMT. For example, your Recap Quiz for this week, Week 1, is due next
week on Monday at 11:59pm GMT.
Here is the list of Recap Quizzes and Milestones for each week.

Week Recap Quiz Milestone

Week 1 Yes. On all topics. (No milestone submission due.)
Week 2 Yes. On all topics. Skills Tracking and Peer Coaching.
Week 3 Yes. On all topics. Managing Calendar and Inbox.
Week 4 Yes. On all topics. Travel and Project Management.
Week 5 Yes. On all topics. Internet Research and Meeting Management.
Week 6 Yes. On all topics. Resume, Cover Letter and LinkedIn Profile.
Week 7 Yes. On all topics. Online Bid and Personal Pitch.
Week 8 Yes. On all topics. Niche Areas and Skills Map.

It is simple and straightforward. To thrive in this program and graduate:

 Learn your content each week.
 Submit and pass all your Recap Quizzes and Milestones before the deadline.
 You must score 70% or higher for each Recap Quiz or Milestone to pass.
 Honor the code of conduct and community guidelines as you engage with your peers
and community.
1.2.5 Program Tools

Platforms and Tools

The ALX Portal and Savanna (where you are now) are the two primary tools you will use in this
program. Your first priority this week should be getting set up and accustomed to these tools.
Savanna
Earlier this week, we discussed Savanna (where you are right now!) This is where you will spend
most of your time absorbing content and submitting your Recap Quizzes and Milestones.

The Portal
You will access ALX’s community through The Portal. This is where you will communicate with fellow
learners online and get help from ALX staff when needed. This is also where you will receive
announcements and participate in virtual community activities and discussions.
In short, this is your WhatsApp x Insta for the duration of the VA Program!

Internet Connectivity
Being a virtual assistant requires a consistent and reliable internet connection, and this course
requires the same.
There are many videos to view, a lot of content to consume, peer activities, live virtual events, and a
requirement to complete and submit assessments on time.
Plan ahead for how you will accomplish this. Some students have purchased additional data plans
on their phones, while others have planned on working from a cafe with wi-fi for several hours each
day. We understand this can be a challenging problem, and hope you will be able to find creative
solutions!
We believe in your resourcefulness!

Recommended Devices
It is almost impossible to do VA work exclusively from a mobile phone, and the same is true for this
program. To thrive, you need access to a reliable computer.
While it’s true that you could access a lot of the course content via your mobile phone, you do need
a computer to complete each week’s deliverables.
You will need a computer:

1. When working with Google Workspace on documents, spreadsheets, and

presentations. You need a larger screen to see what you are doing and work skillfully.
2. For all Milestones. They require you to create VA-worthy documents - and creating
documents on the phone is challenging and will slow you down.

We do not support the course experience on the phone or provide support for issues caused by
attempting to take the course on a mobile device. The only time mobile is an okay choice is when
using the community messaging platform on The Portal.
 1.3 Your New Community
1.3.1 The Importance of Community
1.3.2 Community Code of Conduct
1.3.3 The Importance of Community
1.3.4 Week #1 - Recap Quiz
1.3.1 The Importance of Community

What does community mean to you?

To us, community is everything and integral to who we are at ALX.
By now, you may have noticed that ALX is serious and deliberate about community (and
if you haven’t, we are!!).
Community is an essential part of what we do, and if you let it, it can be a hugely
important part of your career journey.
We are keen to share some guidelines to help you immerse yourself in the community
and its benefits while being a great community member.

Our Pledge
In our community we have a simple pledge to help us include and embrace everyone.
Our Pledge
We as members, contributors, and leaders pledge to make participation in our
community a harassment-free experience for everyone, regardless of age, body size,
visible or invisible disability, ethnicity, sex characteristics, gender identity and
expression, level of experience, education, socio-economic status, nationality, personal
appearance, race, caste, color, religion, or sexual identity and orientation.

Our Value
We also have value, which you learned at the Karibu Ceremony. Here is a quick recap.
CHAIR Values
Courage to speak up, challenge the status quo, be honest, try and learn.
Humility to serve others and my greater purpose, learn, grow, receive feedback, and
embrace wins and losses.
Adventure to dream, boldly venture into new territories and see life as a joyous
opportunity.
Initiative to take action, go the extra mile, take ownership and get things done.
Resilience to tackle difficulties with a can-do attitude, give it my best shot, and not give
up when it is time-consuming or hard. It’s okay to say, “I am still figuring it out.”

Code of Conduct
Lastly is the ALX code of conduct. We want our community to provide a secure and
inclusive environment for all participants, where they can learn and interact freely
without experiencing any form of discrimination, harassment, or intellectual property
violations.
To keep your access to the community platforms and city hubs, you must agree to the
Code of Conduct, which applies to all online and in-person community activities and
one-on-one communications with staff and your peers.
In short, the Code of Conduct requires you to:
 Practice C.H.A.I.R. Values and Community Values to the best of your ability.
 Refrain from: Harassment, Discrimination, Plagiarism, Cheating and Hurtful or
Unethical Behavior.
 Abide by Privacy and Data Protection guidelines. You received the detailed version
when you joined ALX. If you have not read it or if you need a refresher, you may read
through our official online and onsite guidelines below:

Online Community Guidelines

https://drive.google.com/file/d/1sGU6ZnNmnivGLMAzjAQ013ldYEMsed5r/view

Onsite (in-person) Community Guidelines

https://drive.google.com/file/d/1vO0KfC0IvOamAEWYj5YRt5AudmSvgzDP/view
1.3.2 Community Code of Conduct

Do’s and Don'ts

All the guidelines translate into a few simple do’s and don'ts! Let’s see what they are.
What Does it Look Like in Practice?
This translates into some very simple do’s and don'ts! Let’s see what they are.

Do’s: Don'ts:
 Do not use discriminatory, violent, vulgar
and/or dangerous speech
 Do communicate with your peers as often  Do not harass or intimidate your peers
as you want  Do not post sexual comments
 Do remind your peers to keep our  Do not approve of or promote unacceptable
community safe and supportive behaviour
 Do share resources and offer help and  Do not ask for money from the program and
feedback to those in need your peers
 Do reach out for help if you need it  Do not spam or troll other members
 (When in doubt about whether something is
appropriate, just don’t post it!)
Reporting Violations
If you are subject to or witness a violation of the ALX Code of Conduct on the
community platform, please report the cases via LEA, here on Savanna or to your
Community Ambassador on the Portal. Make sure you include the following details in
your report:

 Link to the channel where the incident took place.

 Screenshots of the offending material.
 Visible name of the offender.

If you notice a violation, you can also reach out to the involved parties privately on the
Portal and explain why what they said or did might be hurtful to someone. We are a
family, so feel free to be proactive and reach out privately before reporting.

Now that all the admin is out of the way, it’s time to introduce yourself to your peers.
Spend at least 10 minutes looking around the community space on the Portal and then
introduce yourself to your Squad by sharing:

 Your name.
 What you love doing for fun.
 How you say hello in your home language.
 WHY you are in the VA Program and what you hope to get out of it.
 What to ask you for help with. (It’s okay to flex a little bit and let your peers
know where your strengths are.)

Let’s get to know you.

Say Hello to Us!
1.3.4 Week #1 - Recap Quiz

Well done for completing the quiz!

Please check your scores to see if you passed or need to retake the quiz. To pass, you
must score at least 70%.

Overview
Question Result

1. correct

The recommend device to effectively participate in this program is _ _ _ _

2. correct
This program is _ _ _ _ _ weeks.

3. correct
A VA is _ _ _ _ _ _ _ _ _ _ _ _ _ in secret!

4. correct
One of the requirements to graduate from this program is to _ _ _ _ _.

5. correct
The best way to absorb and learn the content here on Savanna is to _ _ _ _ .

6. correct
Being a VA is a stepping stone to _ _ _ _ _ .

7. correct
Which of the following is NOT a C.H.A.I.R. value?

8. correct
Another requirement to graduate from this program is to _ _ _ _.

9. correct
 Question Result

What is NOT okay to do in the Community platform?

10. correct
I have reviewed all of the Week 1 learning content here on Savanna.
Week 2
 2.1 What is a VA
2.1.1 Welcome to Week 2!
2.1.2 Looking Ahead: Week 2 Milestone and Recap Quiz 2
2.1.3 What is a VA?
2.1.4 How Did the VA Role Get Established
2.1.5 Evolution to AI Virtual Assistant
2.1.6 The VA Role Trajectory
2.1.7 Why Become a VA?
2.1.8 VA Perks
2.1.9 Why Become a VA?
2.1.1 Welcome to Week 2!

Welcome to Week 2!
We are so excited that you navigated Week 1 like a pro and are ready to dive into
learning. The next video contains some very important information, so please watch it
and listen carefully to make sure you don’t miss anything this week.

https://youtu.be/YCvlPMAAoV0?si=GPGLoiLNqwcl4QZn

In case you need it, the video transcript can be found here.
Video Transcript
Hello VA. It’s me, your facilitator, Prudence. A big giant welcome to Week 2! I hope
you’re ready because we have some exciting topics lined up. This week, we’ll focus on
YOU and the incredible skills that make a top-notch Virtual Assistant. Here is a little
sneak peek of what is coming up!
This week you will delve deeper into understanding and grasping the fundamental skills
of a successful VA. You will also learn about the benefits that come with the role and
hear first-hand accounts from leading VAs. These are the lessons that we will explore:
A Good VA

 What Makes a Good VA - We will hear from leaders and seasoned VAs on
what traits and skills make a great VA.
 The VA Role Evolution - We’ll explore how the VA role has evolved. It’s not
just about administrative tasks anymore - today’s VAs are powerhouse
multitaskers and essential parts of any business.
 Why Become a VA? - We’ll discuss why becoming a VA could be the best
career move for you. From the flexibility to the variety of work and the
chance to be your own boss, there are so many perks to look forward to.
 Perks of Being a VA - You’ll discover the fantastic benefits of being a VA, like
unparalleled exposure, setting your own hours and working from anywhere.
 Traits & Competencies That Make a Good VA - Think adaptability, excellent
communication, and problem-solving skills. We’ll dive deep into these and
more.
 Self-Awareness - You’ll get to understand your strengths, weaknesses, and
working style better. It’s all about setting a strong foundation for your
success.
  Mindset and Attitude - A positive mindset and the right attitude are game-
changers. We’ll discuss how to stay proactive and solution-focused, no
matter what challenges come your way.

Essential VA Skills Part 1

Then, we’ll get into the nitty-gritty of essential VA skills and explore:

 Communication Best Practices - Where you’ll learn how to communicate

clearly and effectively.
 Managing Up - Which teaches how to support and build great relationships
with your bosses.
 Managing Sensitive Information - So you can handle confidential info like a
pro.
 Time Management and Prioritization - To keep your efficiency level high.

Skills Mapping - We will also help you map out your current skills. This will be about
recognizing what you’re already great at and spotting areas where you can grow. It’s
going to be super useful for your VA journey.
Peer Coaching is also on this week’s agenda. You will get feedback and insights from
your fellow course participants, helping you to refine your skills and grow together.
Engaging with your peers on our community platform is crucial. The learning content will
prompt you to complete activities on the community platform. Participate actively. This
will enhance your learning and help you build a strong network of future VAs.
We can’t wait to see your progress. Your success is our success, so let’s make this
week worthwhile as you learn how to become a stellar VA.

How Was Week 1? Let Us Know Here.

Great job navigating Week 1 like the pro you are. Before we jump into Week 2 content,
we would love to hear about your experience in Week 1.
You are our co-pilot and your feedback will help us enhance the onboarding process for
future learners.
Before moving to the next page, please complete this short FORM so we can learn
about your experience so far.

Week 2 is packed. It’s time to soak in all the learnings.

This is your next step in becoming a Virtual Assistant! Remember what we said in Week
1 - Take it one step at a time. Soon you will be holding your hard-earned ALX-
endorsed certificate in your hand.
2.1.2 Looking Ahead: Week 2 Milestone and
Recap Quiz 2

Week 2 Milestone
Week 2 Milestone is due next week Monday, by 11:59 pm GMT. Complete, detailed instructions are
on the Week 2 Milestone submissions page.
Here is what you need to know now about the Milestone so you can get the most out of this week’s
great content. You will:
STEP 1: Schedule a 60-minute call with a peer from your squad on The Portal. The call must take
place after you have completed all lessons in Week 2.
STEP 2: Learn all of this week’s content, including completing your Skills Tracking activity.
STEP 3: Complete a Peer Coaching session with your peer using the skills tracker and the script
provided under Step 3.
STEP 4: Complete the reflection activity outlined in Step 4 of the Milestone.
Finally, submit working links to your completed Skills Tracker and Peer Coaching write-up on the
Week 2 Milestone page.

Recap Quiz 2
This quiz will cover everything you will learn this week. You should have studied each topic and
completed all activities and “Check Your Understanding” quizzes before attempting to take the
Recap Quiz.
The deadline for Recap Quiz 2 is also next week Monday, by 11:59 pm GMT.
You must score 70% or higher on the test to pass.
If you take the quiz and score under 70%, you may take the quiz again to obtain a passing score.
There is a lot of content this week, so please plan ahead and pace yourself!

Your VA Skills Map

Baseline Skills Mapping

Now that you have an understanding of the program and the skills you will gain over the
next weeks, now is a good time for you to step back and conduct a baseline
assessment of which skills you think you already have versus the ones you need to
work on over the next few months of the program.
Your completed Skills Tracker is part of your Peer Coaching and you must complete it
before your coaching conversation. Your completed Skills Tracker is also part of
your Milestone submission at the end of the week.
Remember that list of skills that you jotted down a few lessons back, it will come in
useful as you complete this activity.
Skills Tracking Steps

Cultivate curiosity towards new skills, demonstrate proactivity in acquiring them, and
take ownership of your own learning experience. Before you know it this T-shirt might
just be the right fit for you.
Again, we will learn more about Google Sheets in week 3. So don’t worry if it’s a little
blurry right now.

Skills and Tools

Essential Skills
A well-rounded VA must have a diverse set of solid soft and technical skills. They
should also be able to use particular tools that are related to specific tasks. Let’s take a
moment to differentiate the three.
Soft Skills: These attributes, traits and habits help a person succeed in the workplace.
They are useful in almost every job and are not restricted to a particular role. That
means that you will need a robust set of soft skills no matter what profession you get in
the future. Soft skills are sometimes referred to as professional skills.
Technical Skills: These refer to specific abilities and knowledge needed to perform a
particular task. They enable you to be productive and efficient in your role. They are
easier to measure or assess and can be enhanced through learning and practice.
Technical skills are sometimes referred to as hard skills.
Tools: Over and above, having realiable wifi and a laptop, tools refer to software and
AI-aided applications (apps) you need to be able to use to perform specific tasks.
Each technical skill is closely linked to a certain set of applications. Most VAs use
Google Workspace tools. Most clients or organisations use Google Workspace or
Microsoft Office (MS) tools. Some clients use Apple iWork. In this course, we focus
primarily on Google Workspace and a variety of the most common tools, which you will
practice using in weeks 3 and 4.
Reflect:
As you look at the above list, jot down your responses to the following questions in your
notes.
- What skills do you think you are already strong in?
- What skills do you want to learn or improve?
- Which apps/tools do you feel you are already skilled with?
- Are there any tools that you feel intimidated by or excited about? Why?
You will complete a skills assessment later this week and you will reference these
responses.
2.1.3 What is a VA?

So, what exactly is a Virtual Assistant?

A Virtual Assistant is
A VA is an employed or self-employed professional,who works remotely to provide
efficient administrative, creative, and technical assistance to a team or individuals.
They are also
A strategic partner who adds value and makes their client’s (or manager’s) life easier
by seamlessly completing specific tasks for the client, allowing the client to have more
time and energy to focus on their goals.
And they are
A workplace ninja, behind-the-scenes leader with the right tools, a friendly and positive
attitude, a growth mindset, and solid relevant skills.

What do they do?

Great question! VAs manage a plethora of tasks, and you already know some of
them. Here is a mini challenge: before you read, try to list all the VA tasks you can
think of from the top of your head and then take a look to see if you got all the ones
we listed in the summary below.
What do VAs do? VAs are masters of many trades! Click to see a quick summary of
the responsibilities they carry.
They juggle tasks like research, calendar and time management, verbal, visual, and
textual communication, trip reservations, email and records management, data entry,
stakeholder relations, expense tracking and project management.
And that is just scratching the surface! The list of what a VA can do is endless. Many
VAs have niche specializations, in areas like social media management, event planning,
and legal support.
2.1.4 How Did the VA Role Get Established

Did you know that Virtual Assistant roles started long before the 2020 global shift?
The title Virtual Assistant was established in the early 1990s with the rise of the internet.
But job’s responsibilities had already been in demand since the late 1800s.

Why It Became Attractive

The role of a ‘Virtual Assistant’ wasn’t always as widespread as it is today, but it has
deep roots. Those in administrative support roles since the 19th century were typically
referred to as Secretaries. Over time, as the workplace evolved and the responsibilities
of the role expanded, the title of Secretary evolved to Assistant.
Individuals were drawn to the job for various reasons:
Firstly, the global economic crisis hit traditional employment hard, eliminating many
jobs. As companies closed offices, small businesses found a staffing solution on the
internet. They could hire by the hour with equal or better efficiency than hiring in-house,
and without the added costs of full-time employees.
Secondly, individuals facing challenging circumstances—such as caring for ill relatives,
family obligations, or location constraints—found opportunities in the online job market
as Virtual Assistants.
Thirdly, and perhaps most importantly, the role offered attractive benefits: autonomy,
freedom, and control over one’s time and location.
Because of the strong benefits that VA’s bring to both businesses and
professionals, the demand for them has increased, and the need for their services
continues to grow.
Isn’t it so cool to know you are on the right path!?
2.1.5 Evolution to AI Virtual Assistant

The Role Over Time

Today, the VA landscape includes both human VAs and AI VAs. But a job of an
individual VA is still irreplacable.
While AI VAs like Amazon’s Alexa or Apple’s Siri are super impressive with their
capabilities and efficiency, human VAs have a plethora of distinct advantages that really
set them apart:

 Human VAs bring that personal touch. They understand accents - yes,
some of us have very heavy mother tongues – the nuanced needs of clients
and can build rapport in ways AI just can’t.
 When it comes to problem-solving and critical thinking, humans excel as
they can handle unexpected issues that AI might not be programmed to deal
with.
 Individuals have empathy and emotional intelligence. This is crucial for
building strong client relationships and understanding contexts that AI might
miss.
 Individuals are quick to adapt to changing circumstances. They can learn
new skills and approaches faster than it would take to reprogram AI.
 And let’s not forget creativity. To date, human creativity is unmatched by
AI, which operates within the confines of its programming. Individuals can
come up with creative solutions and innovative ideas that AI simply can’t.

These unique strengths make human VAs invaluable, complementing the efficiency and
capabilities of AI VAs. So, while AI can handle many tasks, the human touch remains
irreplaceable in many aspects of the VA role. So the big questions is how do the two
work together? Thats what we are here to teach you.
A VA must know how to leverage AI tools to enhance their efficiency. AI aided tools
make completing many task easier and quicker, freeing up time for the VA to focus on
other priorities like planning, personalized client interactions, and creative problem-
solving.
Have you ever asked Alexa, Siri, or Google Assistant to do something like play a song,
check the weather, or even a simple question like “What time is it?” and they just don’t
get it and answer out of context? A great example is “Siri, call Tafara!” and Siri responds
“Calling Tough Ray”. Some of these mishaps are hilarious, and we want to hear them.
In a few sentences, share with your squad on the Portal your funny experience.
Remember, keep it respectful and appropriate :-)
Let us know
2.1.6 The VA Role Trajectory

The VA Role Outlook

Now that you know how the VA role started, it will be useful - and encouraging - to have a sense of
where the VA industry is headed.
According to to the latest research, the global Human Virtual Assistant Services market is expected
to expand at a rate of 28.42% each year from 2022 to 2028. Another report by RecruiteMyMom, a
well-known freelancing platform in South Africa, reported that between 2021, 2022 and 2023 the
demand for Virtual Assistants grew by 550%.
https://www.linkedin.com/pulse/virtual-assistant-market-2024-size-trends-zxerf/
https://www.recruitmymom.co.za/blog/hire-virtual-assistant-drive-business-
growth#:~:text=At%20RecruitMyMom%20there%20was%20an,while%20reducing%20your%20hiring
%20risk.

Optional Reads
If you’re curious to learn more about the demand for VA roles, take a look at the links we provided
above.
2.1.7 Why Become a VA?

Reasons to be a VA
There are numerous reasons to become a VA. Determining your own reasons can help
you to be good at your job, gain an understanding of your interests, map your career
path and find your personal niche and purpose.

Laura’s Why
Meet Laura, an experienced virtual assistant who shares how was drawn to the role and
her favourite aspects of the work and why she decided to become a VA. As you watch,
pay attention to Laura’s “Why”.
https://youtu.be/FTqEzDsRLhM?si=QnpKhYZFAiKecosL

Now that we know some of Laura’s and Jeremiah’s reasons, read this short insightful
article by Prudence Chikono, to learn why many young professionals choose to pursue
a profession as an assistant.
2.1.8 VA Perks

Reflect:
What resonated with you from Laura’s “Why”, and from the article you just read? Are there reasons
that inspire you, that you would like to adopt as your own?
Take a look at the list of reasons you created in Week 1 and add any new reasons that inspire
you.

Jeremiah’s Why
And if you are still searching for more inspiration, watch as Jeremiah - who you meet in Week 1 -
speak about what he enjoys most about his job, and the benefits that come with the VA role.
https://youtu.be/lSCJKU4-7co?si=kYoL8HZPZV7FRbT8
 2.2 Defining a Good VA
2.2.1 Skills and Tools
2.2.2 Essential Skills of a VA
2.2.3 Skills, Tools and Common Tasks
2.2.4 What Makes a Good VA?
2.2.5 A Good VA
2.2.1 Skills and Tools

Essential Skills
A well-rounded VA must have a diverse set of solid soft and technical skills. They
should also be able to use particular tools that are related to specific tasks. Let’s take a
moment to differentiate the three.
Soft Skills: These attributes, traits and habits help a person succeed in the workplace.
They are useful in almost every job and are not restricted to a particular role. That
means that you will need a robust set of soft skills no matter what profession you get in
the future. Soft skills are sometimes referred to as professional skills.
Technical Skills: These refer to specific abilities and knowledge needed to perform a
particular task. They enable you to be productive and efficient in your role. They are
easier to measure or assess and can be enhanced through learning and practice.
Technical skills are sometimes referred to as hard skills.
Tools: Over and above, having realiable wifi and a laptop, tools refer to software and
AI-aided applications (apps) you need to be able to use to perform specific tasks.
Each technical skill is closely linked to a certain set of applications. Most VAs use
Google Workspace tools. Most clients or organisations use Google Workspace or
Microsoft Office (MS) tools. Some clients use Apple iWork. In this course, we focus
primarily on Google Workspace and a variety of the most common tools, which you will
practice using in weeks 3 and 4.
Reflect:
As you look at the above list, jot down your responses to the following questions in your
notes.
- What skills do you think you are already strong in?
- What skills do you want to learn or improve?
- Which apps/tools do you feel you are already skilled with?
- Are there any tools that you feel intimidated by or excited about? Why?
You will complete a skills assessment later this week and you will reference these
responses.
2.2.2 Skills, Tools and Common Tasks

We curated a broad list of skills and tools that a VA typically requires. Please read through each one.
Do any stand out for you? Are there skills and tools you are already proficient in?

Clients normally need a VA who can apply a combination of these skills and tools to fulfill tasks. One
client may need a VA to manage their emails and calendar, and take minutes to meetings. Another
client might hire a VA to create presentations, conduct data entry, and attend to customers’ or
stakeholders’ needs.
Common VA Tasks
Are there tasks you already know how to complete? Take a look at the list below and think about
this. Remember, if you can complete a specific task it means you also have the technical skill.

List of Common VA Tasks (Technical Skills)

 Managing a client’s inbox

 Managing a client’s calendar
 Scheduling
 Internet research
 Creating slides/presentations
 Project management
 Travel research and booking
 Creating travel Itineraries
 Data entry and expense tracking
  Creating meeting agendas
 Taking meeting minutes/notes
 Transcribing
 Writing email, letters, reports
 Document Management (labeling and safe-keeping of records)
 Customer Service
 Stakeholder management
 Authoring effective surveys
 Minor website information updates

This list only captures the most VA common tasks. There are other niche areas of specialization that
include tasks such as Events Management or Social Media management. Later in the course, we
will briefly talk more about finding and developing your niche area(s) of specialization.
2.2.3 What Makes a Good VA?

A Good VA
Now that you have an initial idea of the necessary skills and tools, let’s talk about what makes a
good VA.
Laura, Hope, and Fred shared many tips. Let’s learn as they list the attributes that make a VA excel
at their job.
From a VA: What Makes a Really Good VA?
First, let us learn from Laura as she lists what makes her excel at her job as a VA.

https://youtu.be/dnzgT9_ZdV0?si=iYXdWPCVsTGhOqk6

From a Leader: What Makes a Really Good VA?

Here, Fred Swaniker lists what made his ex-Deputy Chief of Staff, Hope Mutua, outstanding at her
job.

https://youtu.be/v3-TI1VCf7g?si=QE4m97Izdxt_gWDm

Mindset Matters Most

What’s more important than knowing any particular piece of software? Hope shares her unique
perspective and reveals the most valuable lesson she learned about becoming a top-tier VA.

https://youtu.be/j5tLraCN728?si=50W6hKJ0LrRz6UDR

Did you notice how Fred’s remarks relate to the soft and technical skills and tools we discussed
earlier?
Do you know what will make you stand out as a top VA? Think about it. (It’s okay if you don’t
know yet. Allow the question to keep ruminating in your head. As we go through each week, your
strong points will shine through.)
 2.3 Mindset & Attitude
2.3.1 Seeing a Clearer Picture of You
2.3.2 Mindset
2.3.3 Growth Mindset
2.3.4 Grit and The Power of Yet
2.3.5 Grit and Growth Mindset
2.3.1 Seeing a Clearer Picture of You

As a VA, whether you’re an employee or a contractor, you are ultimately selling

“you” as a solution to an organization’s problems. This makes it incredibly important
to know yourself in detail - what motivates you, what you’re passionate about, what
you’re good at, your areas for growth, and your personality traits.
Your Personality Traits
Understanding these aspects will help you choose jobs that align with your skills
and personality. It will also enable you to present yourself effectively to potential
employers or clients. Demonstrating self-awareness shows maturity and thoughtfulness,
two highly desirable traits in a VA!
We have curated a set of free assessment tools to help you gain a deeper
understanding of yourself.
First up is this personality test based on the Myers-Briggs Type Indicator. This test
evaluates your personality across four areas. There’s no better or worse way to score
on the test - it is all about gaining insight into yourself, which can inspire your career
choices.

Reflect:
Knowing yourself will help you make decisions and career choices that fit you. Take the
personality test test to get insights into your strong points.

What were your results? In one or two sentences, share your results (or even just one
thing about your results) and your reflections with your Squad on The Portal. What felt
accurate? What surprised you?
We are curious!

Additional Self-Assessments [Optional]

Having a deeper understanding of yourself - your personality, preferences, skills, and
areas for growth - is a powerful thing. Here are some more assessments we
recommend you take. These are optional (not a required part of this program) but likely
informative and fun. The better you know yourself, the more meaningfully you can
communicate with potential employers or clients.
Learn more about your current skills through these fun and helpful quizzes.
You can explore potential career paths suited to your personality type by clicking on
your type here.
Can you take criticism? Take this test to find out just how well you deal with criticism on
the job.
Do you have leadership potential? Through this test, you’ll be able to pinpoint some of
the things that might make you a good leader.
Do you have time management skills? Make sure you’re not working late every day by
taking this test all about time management.
When you share with your Squad, feel free to include some of the interesting elements
you discover.
2.3.2 Mindset

The Power of Mindset

One of the biggest tools for your success is your mindset. It is essential to know why and how you
can change your thinking to achieve a healthy perspective and set of beliefs that will benefit you
tremendously in your career and life.
There is also power in controlling your mind and emotions in response to situations. This is the key
to making rational decisions that are in your best interests.
A Willingness to Learn and Grow
Take a look at this video where Jeremiah describes his experience in getting better at what he does.
Notice the emphasis he puts on being willing to learn and grow. Jeremiah has a growth mindset.

[REPLACE VIDEO AFTER IT IS UPLOADED TO THE VA PROGRAM YOUTUBE ACCOUNT]

https://youtu.be/71NfwV1WLzE

A Mindset that Cultivates Success

Hope was asked “What kind of mindset have you cultivated that has contributed to your success?”
Hope practices growth mindset, and this is what she had to say.
[REPLACE VIDEO AFTER IT IS UPLOADED TO THE VA PROGRAM YOUTUBE ACCOUNT]

https://youtu.be/AfPDIZAeSr0
2.3.3 Growth Mindset

What is Growth Mindset?

Growth mindset is a HUGE predictor of success in life. We want you to better understand
what growth mindset is and what it isn’t– and to start to practice using it right away. The first stop is
a TED talk by Stanford University professor, Carol Dweck.
Ted Talk by Carol Dweck
As you are watching the video, be attentive for the answers to the following questions:
1. What is growth mindset?
2. What is fixed mindset?
3. How do brains behave when they are in fixed vs. growth mindset?
4. What evidence is there that growth mindset is important? You should be able to briefly describe 1
study at a high level: What was the group that was studied? What was the “treatment” (or variable
that the different participants received)? What was the result of that study? (Again, high level, no
need for small details).
https://youtu.be/_X0mgOOSpLU

Are your intelligence abilities fixed at birth? Or can you improve them and train them the way you
train your muscles in the gym?
Imagine you’re at the gym, working hard to build your muscles. Just as you can train your body,
you can also train your mind. The belief that your intelligence and abilities are fixed at birth is
known as a “fixed mindset.” When you think this way, you tend to have poorer outcomes in various
areas of life because you don’t believe in your ability to improve.
On the other hand, adopting a “growth mindset” means understanding that your intelligence,
talent, and skills can all be developed through effort. Just as lifting weights makes you stronger,
challenging your brain with new tasks and learning experiences makes you smarter.
Studies show that people with a growth mindset experience significantly more success in life
compared to those with a fixed mindset.
Just like you train your muscles at the gym, you can train your brain. Your abilities are not set in
stone; with effort and perseverance, you can improve and excel.
2.3.4 Grit and The Power of Yet

What is Grit?
Grit is the passion and tenacity towards long-term, worthwhile goals. It is the
capacity to stick with something and show perseverance in the face of challenges.
Grit is crucial because it propels performance and success independent of and
beyond the contributions that ability and intelligence make. Being naturally intelligent
and skilled is wonderful, but to succeed and thrive, we need perseverance.
Grit is perseverance in the face of challenges and difficulties. It is fueled by passion,
stamina, and commitment to ones long-term goals over a long period of time.
“Grit is living life like it’s a marathon, not a sprint.” - Angela Duckworth

Grit
Angela Duckworth shares valuable insights on Grit and its link to success in this next
video. As you watch, make sure you can:
1. Answer in your own words the question: What is grit?
2. Name the factor that was the highest predictor of success for the spelling competition
contestants?
https://youtu.be/H14bBuluwB8

The Power of Yet

When we add the word “yet,” to a statement about our abilities - for example, “I am not
good at statistics, yet.” or “I don’t know how to repair a refrigerator, yet.” - it reminds us
that our intelligence and knowledge are fluid and can grow. It reminds us that if we put
in time and effort, we can learn more, develop more skills, and improve at
anything. This mindset is critical for our success!
Here is a quick reminder - and fun confidence boost - that “yet” changes the trajectory of
any limitation into a possibility.
https://youtu.be/XLeUvZvuvAs
Reflect:
1. When in your life have you shown Grit? Think of 2 or 3 times you clearly recall
2. Think of something you’re not particularly good at? Now say it out loud
“I am not good at _ _ _ _ _YET!”
With perseverance and patience, you can be!
 2.4 Soft Skills Part 1
2.4.1 A Closer Look at Essential Skills
2.4.2 Communication Basics
2.4.3 Proactive Communication
2.4.4 Effective Communication
2.4.5 Upward Management
2.4.6 Active Listening
2.4.7 Communication
2.4.1 A Closer Look at Essential Skills

Employers want and will pay for soft skills, and 89% of recruiters say when a new hire
doesn’t work out, it usually comes down to a lack of these skills.
This is according to LinkedIn and Forbes.
In this module, we will go deeper into some of the most critical interpersonal skills
needed to be a successful VA. Being good at these skills is a huge predictor of career
and economical wellbeing, not only as a VA but in the vast majority of positions. You
cannot go wrong by investing the time to further develop your soft skills!
Many employers and clients prioritize soft skills when they are hiring someone. When
employers are asked for the top skills they want in employees, they most often list ‘soft’
skills including dependability, communication, flexibility, and problem-solving.
While it certainly would be challenging to find a role without any technical abilities,
research shows that soft skills give people “career durability.” In other words, technical
skills might land you the job, but soft skills will help you keep it and go further,
faster.
Let’s explore essential interpersonal skills starting with communication.
2.4.2 Communication Basics

What is Communication?
Communicating can be thought of as the act of giving, receiving, and exchanging
information. Talking, writing, listening, and reading are all methods of communication.
Facial expressions and body language are also essential parts of communication.
There’s a lot more to communication than words. Nonverbal cues, including voice tone,
gestures, eye contact, facial expressions, and posture, all play a role. Your body
language is an unspoken way of communication that conveys your feelings and can
enhance (or detract from) the impact of your message.
7 C’s of Communication
An effective communicator speaks and writes clearly, conveys approachability in body
language, pays attention to what others say, and respects differing perspectives.
Effective communication is made up of several characteristics, which we can call the 7
C’s.
Watch this short video so you can recognize and briefly explain each of the 7 C’s.

https://youtu.be/sYBw9-8eCuM

Reflect:
Did you catch the 7 C’s of good communication? Try to jot them down quickly from the
top of your head.

Did you get all 7 without looking?

Let’s do a quick recap to confirm.
Good communication is:
 Clear - main ideas are easy to identify and understand.
 Concise - to the point without using unneeded words or images.
 Concrete - includes specific examples or explanations.
 Correct - in information, word choice and grammar.
 Coherent - information presented in a logical sequence.
 Complete - provides enough information so the audience can understand.
 Courteous - polite and professional.

2.4.3 Proactive Communication

How to be a Proactive Communicator
Being proactive means taking charge of a situation or potential problem, rather than
reacting to it after it has occurred. Proactiveness involves thinking ahead, anticipating
needs, and addressing them.
Proactive communication is all about communicating ideas, information, and updates in
anticipation of someone’s needs. When you communicate in a proactive manner, you
solve problems before they happen, respond to questions before they are even asked,
and manage complaints before they become a problem.
Proactive vs Reactive Communication
Good examples of proactive communicationare:

 Informing your teammates about your current progress on your action items
(especially what you will deliver and when).
 Telling a client what your priorities are, or
 Telling your boss as soon as possible if you know you’ll need more time for a
task.

Anytime you are giving someone an update in advance with details

you expect they want, even if they haven’t asked for them, you are
being proactive.
On the opposite side of proactive communication is reactive
communication. The name says it all right! Reactive communication is
communicating thoughts or information in only in response to a direct
request. For example, sharing information about a project’s status
only when a team member directly asks for an update, rather than
providing regular status reports.
The best VAs are proactive communicators.

Hear it From Your Peer

In this very short clip, former ALX student Jeremiah shares more insights on the
importance of proactive communication at his job, particularly when supporting busy
clients or working in a fast-paced environment.

https://youtu.be/Hu9xhuS-kZM

Advise on Being a Proactive Communicator

Jeremiah also shared that he is intentionally improving his skills to be proactive
communicator This is one of the things that makes him a good VA. A key takeaway
from this conversation is the importance of being open to learning and constantly
working to improve communication skills.

https://youtu.be/jvbPD8k4RdY

Reflect:
How good are you at communicating? Are you a proactive communicator or a reactive
communicator? None of us is completely one or the other. This 5-minute test is a good
starting point to see where you stand.
After taking the quick test, think about the following: What ways can you improve at
proactively communicating?
https://www.queendom.com/tests/access_page/index.htm?idRegTest=682

2.4.4 Effective Communication

With Your Manager or Client
Sometimes we feel like we are communicating too much and might be “bothering others.” How do
you balance the right amount of communication? How do you make decisions about when to check
in on your assumptions?
Balancing Communication
Hope answers these questions and shares how she finds the right balance when communicating
with her manager.

https://youtu.be/tKbuqwsHUDU

When in doubt, over-communicate!

Learn Your Person

Finding the most effective way of communicating with your manager or client is also about learning
who they are as a person and how they operate. Jeremiah shares more insights in this video.

https://youtu.be/iiZFXKPDFII

Jeremiah gave two key pieces of advice. What are they?

His advice was:
1. Be open to learning, be keen & notice the things around you.
2. Understand the person you are working for. What are their values, what is their vision, and how
can you help them reach it?
These elements will also help you be an effective communicator!

2.4.5 Upward Management

Managing Up
Upward Management, also known as Managing Up, refers to the process of proactively
managing your relationship with your manager or client. This means getting a clear
sense of what they expect, keeping the lines of communication open, and making sure
your work aligns with their goals.
Imagine you’re a VA in a big organization, and your manager’s current meeting is about
to run over time. His next meeting is with key external stakeholders and cannot be
moved. Instead of waiting for your manager to realize the potential time conflict,
you manage up. You know what’s priority and so you confidently send a quick text
message reminder about the next meeting and ask your manager to end the current
meeting. Next, to manage stakeholder expectations in case your manager runs late, you
inform the participants of the next meeting that there is a slight delay but your manager
is joining. This proactive approach keeps things on track for everyone involved.
What Leaders Have to Say
Managers are pulled in many directions and can easily be a bottleneck to processes. A
good VA knows how to manage up and push processes along. Fred leads multiple
organizations in fast-paced environments and appreciates it when his VA and Deputy
Chief of Staff practice upward management skills and what he terms no ego.

https://youtu.be/Asgo-CXNarU

What Leading VAs Have to Say

It might sound like overstepping but it actually is an essential skill? Hope has some
thoughts on how to managing up effectively.

https://youtu.be/AID9AaYCQfI

Share your thoughts and discuss with your squad the following:
1. How does managing up relate to proactive communication?
2. What feels exciting/scary about managing your manager?
3. Feel inspired to use the tag _#LeaderOfLeaders_ becuase that is what you are.
Share!

2.4.6 Active Listening

Listening - a HUGE part of successful communication!
The previous lesson taught us that listening is a vital part of Upward Management.
Sometimes, it can be hard to really listen, especially when we think we already know
what a person is going to say, if we think we know better, if we are frustrated with the
person or situation, if we are distracted, or if we are stressed or tired. Putting in a little
extra effort to actively listen goes a long way and helps you build rapport when
conversing.
How to be a Great Listener
Here are a few tips you can practice that will help you become a better listener:
Do not interrupt when someone is speaking. (There are exceptions when someone
consistently rambles and goes on and on, but in general, try to practice patience.)
Pay attention. Do not look distracted - make eye contact and nod when appropriate!
Try to remember what is being said, and then restate it in simple terms. You can add
“Did I get that right?” Restating and asking for confirmation is a practice is called active
listening and it can be especially valuable when the conversation is complex and/or
tense.
This short video contains both bad and good examples of active listening:
https://youtu.be/thH76x3dCKg

[Optional] More on Active Listening

If you want to go deeper into tips on active listening, you are invited to watch this
optional video. It shares similar tips to the ones shared in the video above. This video is
optional and not a required part of the program.

https://youtu.be/7wUCyjiyXdg

Reflect:
1. What is one way you can restate someone’s message without it feeling forced or
awkward?
2. Think of a few ways you can ask someone, “Did I get that right?” in a way that sounds
authentic to you?
 2.5 Soft Skills Part 2
2.5.1 Confidentiality and Discretion
2.5.2 Excellence and Quality Work
2.5.3 Time Management
2.5.4 Practical Time Management Tools
2.5.5 Prioritization Matrix Template
2.5.6 Activity: Using the Prioritization Matrix
2.5.7 Time Management and Prioritization

2.5.1 Confidentiality and Discretion

Keep it Hush
By hiring you as a VA, your client is choosing to TRUST you. That’s a big deal!
Important attributes of a VA are knowing how to manage sensitive information, and
being discrete and confidential.
Discretion is the quality of behaving or speaking in such a way as to avoid causing
offence and being conservative and careful about what you talk about.
Confidentiality is the act of keeping a secret, being private and not divulging information
that is not yours.

A VAs Commitment to Confidentiality

You might work for a client who needs support with work that requires you to have
access to sensitive information such as contracts, deal information, your client’s
personal financial information, and other people’s salaries and records. It is your job as
a VA to hold this information in high regard and only use it for the purpose it was
intended for. Failing to do this, can put your reputation and your whole career at risk.
By accepting a job as VA, you are committing to supporting your client and keeping their
information safe. The information is not to be discussed with other clients, colleagues,
friends, or family, regardless of how interesting or frustrating it may be.
Yes, you will see things that excite you, and on some days, you will be privy to
information that affects you, intrigues you, or outright frustrates you.
A good VA will know how to manage all these scenarios and situations
with professionalism, integrity, and composure. It is not easy, but it is a golden key
to being a great VA.

Curious Souls
If you work with curious people who ask you side questions about what’s happening
with your client, find a regular response so you don’t stutter or say the wrong thing. A
good way of attending to someone who asks you questions about things they should not
be asking is to direct them to the right person to talk to.
You can say, “(this person) knows better, you should ask them directly.“ or "That’s not
for me to talk about; please ask (this person).” You can be direct, clear and firm and
say: “I’m sorry, I’m not willing to discuss that with you.”
Sometimes, you will get genuine requests for information that is needed for other teams
to work and meet their goals. If you are unsure about what you can share with
others, err on the side of caution! Whenever in doubt, ask your client for
guidance on whether you can share specific information or not. The information you
share about your client, as well as the people you share it with, must be approved by
your client.
Even your client’s schedule is confidential unless you have established with your client
that it’s okay to share their whereabouts with specific people/ teams. Your client might
only ask you to share open slots in their calendar for the sake of scheduling, or they
might be okay with you sharing a bit more details. Find out what works for your client
and honor their preferences.

2.5.2 Excellence and Quality Work

Delivering in Excellence
Quality speaks to meeting a client’s needs by producing top-notch work that is reliable, accurate and
of a given standard.
Excellence, on the other hand, speaks to your internal desire and willingness, to excel and provide
the best services and experiences to your client. Excellence is not a hard-stop achievement but
more of a continual journey of improving your skills and quality of service.
To make a name and a lasting mark as a VA, you should always put in your best effort when
attending to your tasks. Your goal with everything you do should be to do it well, with accuracy and
care.
You can start by practicing excellence and producing quality work with this course. Put your best foot
forward, hold yourself to a high standard and complete your milestones accurately, with care and
excellence.
Reflect:
What do excellence and quality mean to you? How will you ensure that your work exemplifies both?

A top-notch VA delivers reliable, accurate work with an unwavering commitment to excellence.

Always strive to improve, meeting high standards with every task you tackle!
Doing your VA Program assignments with care and following instructions is also part of your
commitment to excellence and quality work.
2.5.3 Time Management

Having the time “to do it all” and “do it well” is not an elite skill reserved for
Burna Boy, Beyonce and all the superhumans in Wakanda. You too have the
unhindered ability to accomplish great feats.
Like these leaders, we all have the same 24 hours, but without good time management
skills, it can feel like the day passes by with little to show for it. We sometimes spend
too much time on things that don’t really matter to us, and not enough time on the vital
things. We may overbook ourselves or fail to plan ahead of time for projects with tight
deadlines.
Time management is simply the process of organizing and planning how to divide
your time between activities. The goal is to optimize your time, so you can get the
most important things done in the most effective way.
Time Management Tips
A good VA has discipline about how they spend their time. They know how to manage
their time systematically. Jeremiah was asked how he manages his time. Watch and
note how he talks about:
1. Learning how long certain tasks take so you can set realistic time allocation goals.
2. Setting realistic goals for yourself.
3. Adding meetings and key activities on your own calendar so you have a visual of
how much time you really have.
https://youtu.be/wtndVXhRGNY

Did You Know That…

– Less than 1 in 5 people (18%) have a proper time management system. Meaning,
82% of people don’t have a time management system. They just use a list or their
inbox.
– The Eisenhower Matrix (also known as the prioritization matrix) is the most
successful time management technique. 100% of people using this technique feel their
work is under control either 4 or 5 days per week. (There are other techniques out there
but we will focus on this one in the next lesson.)
– The least successful time management technique is ‘dealing with whatever comes
up’. People using this technique feel their work is never or very rarely (1 day per week)
under control.
– Only 20% (1 in 5) people carry out a monthly time audit to review how they are
spending their time. And, 49% of people have never carried out a time audit (yet it is our
most precious resource).
(These facts are courtesy of https://www.acuitytraining.co.uk/news-tips/time-
management-statistics-2022-research)

Reflect:
Think back on your past month and the time you spent doing different tasks. How did
you allocate your time? Do you think that you have solid time management
skills? YES/ NO? Write down your short answers.

Then take the 10-minute time management quiz to find out how well you apply your
time management skills.
Note: You do not need to get the quiz’s comprehensive results. The free summary
provided is adequate to tell you what you need to improve to be on your time
management A-game.
https://www.actitime.com/time-management/time-management-quiz

2.5.4 Practical Time Management Tools

Practical Tools
There are many ways to manage time e.g. timetables, jotted notes, to-do lists and
Google Tasks. Off all the options we are fans of two effective tools: Your Google
Calendarand a prioritization tool known as The Eisenhower Matrix.
Your calendar will help you block out specific chunks of time for you to focus on
specific activities.
The Eisenhower Matrix (also known as the prioritization matrix) will help you plan
exactly what you need to get done during those time blocks.
Time Management Example
Say, you block out 6 - 8 pm on Monday to Friday in your calendar to complete Week 2
content. On Monday, the next step would be to look at all the Week 2 tasks you need to
complete during those specific time blocks, and decide on what task you need to do
when, so that you can accomplish your end goal.
Using your prioritization matrix, you could prioritize looking at the milestone and test
first to get a sense of what they require, find peer and book a peer coaching meeting
with them later and week, and then go back to module one of Week to start reviewing all
the content.
Both tasks are important, but taking a look at the Milestone took priority because it
determined how you would spend the rest of the week.
In summary, managing your time will help you to 1) allocate adequate time and 2)
decide on the order of completion of your most important and urgent tasks.

The Eisenhower Matrix

The Eisenhower Matrix (prioritization matrix) is a common tool used to prioritize tasks in
order of importance and urgency. The goal is to identify and focus on valuable tasks, to
avoid wasting time on things that are not beneficial.
You can use it to plan activities during a specific time slot, day or week. Its purpose is to
give you visibility on what you should be allocating time to. Watch this short video to
learn more about how it works.
<
https://youtu.be/tT89OZ7TNwc

Reflect:
Did you get the names of the 4 quadrants and the purpose (use) of each quadrant?
Quickly jot it down, then let’s put this matrix to good use.

2.5.5 Prioritization Matrix Template

Your Prioritization Matrix Template

We have curated a prioritization matrix template that you can personally use. Click on the link and it
should ask you if you would like to create your own copy. Click the “Make a Copy” button to make
your own copy of the template.
Tips on How to Use Prioritization Matrix

 List and Rank Your Priorities - Write down all tasks for the day and categorize them
by urgency and importance to identify those needing immediate action to avoid serious
consequences.
 Define the Value - Evaluate the impact of each task on you or your manager/client,
assigning a priority number based on its significance to ensure the most impactful tasks
are addressed first.
 Take Out the Most Challenging Task - Address the most dreaded task first to alleviate
dread and free up energy for the rest of the day, utilizing the Prioritization Matrix to
tackle “Do” tasks immediately.
  Know What’s Important to You - Identify your core priorities and make decisions that
align with them to avoid choices that conflict with your personal goals and values.
 Establish Regular “No Work” Time - Dedicate specific times for personal interests
and relationships, like not checking emails between set hours, to refuel and prevent
burnout.
 Know When to Stop - Accept that not all tasks will be completed daily. Focus on the
most urgent and important tasks, removing the rest from your list to enhance
productivity and balance.

The template we shared is in Google Sheets and should be simple enough to use (you do not have
to be a pro). If you are having trouble with the template, don’t worry; you can be proactive and reach
out to your Squad on The Portal to ask for assistance.You can also Google a different prioritization
matrix. There are many options online and you can look for one that inspires you.
Remember, you learn new skills by doing and practicing them again and again. So give it a try!

2.5.6 Activity: Using the Prioritization Matrix

Prioritize
Now that you have a personal copy of the prioritization matrix saved in your Google
Drive, here is what you must do.
Your Turn to Try It Out
1. Look at all the activities that you need to complete tomorrow. If you have them on
your calendar that’s great but if not, make a quick list of every task you need to
accomplish tomorrow. Activities could be anything, for example:

 Take little brother to school

 Pick up my laptop from the repair man
 Submit Milestone 2
 Update Damola about what happened at the basketball match yesterday.
 Make new friends on Facebook #GrowingMyNetwork
 Buy prepaid electricity before it runs out
 Send the report to Lerato before the Ops meeting.
 Rest!

2. Of that list, ask yourself “What are the most important things that you need to get
done tomorrow? Mark each one as Important.
3. What are the tasks that are marked as Important and have to be done now, or else
there will be negative consequences? Mark them as Urgent.
4. What is marked Important but can wait until another day? Mark it as Not Urgent.
5. Of the remaining tasks that are not marked, what seems Urgent but not Important?
What can you ask someone else to do? Mark it as Delegate.
6. Check any of the remaining tasks to make sure you did not miss anything urgent or
important. Once you are sure, then every task that is listed and unmarked will fall under
Do Not Do It. You can also ask yourself, "Do I really need to be doing this task this
week? Should I remove it from my to-do list completely or can I love it to another
week?”
7. Now that you know each task’s ranking by of Urgency and Importance, add each
task to the relevant quadrant in your prioritization matrix.
8. The next step is to look at your calendar for tomorrow and schedule a time to
complete each task - starting with the Important and Urgent tasks.

 If you know how to use Google Calendars (or any other calendar you use),
schedule these tasks in your calendar.
 If you don’t know how to use Google Calendars or any other calendar, then
don’t worry. We will cover Google Calendars in full in weeks 3 and 4. For
now, you can make notes of when you will do the task next to each task on
your prioritization matrix.
Remember: Urgency and Importance will differ from person to person.You will need to
be aware of what matters to you and what helps you reach your goals. For one person,
picking up the laptop will be something to do now (Urgent and Important), while for
someone else, it will be something to do later (Important but Not Urgent).
 2.6 Resourcing Yourself
2.6.1 Peer Coaching: VA to VA
2.6.2 Doing Challenging Things
2.6.3 You’re VA Skills Map
2.6.4 Resourcing Yourself

2.6.1 Peer Coaching: VA to VA

Intro to Peer Coaching
Having support from your peers is one of the secret weapons of success. Giving and
getting support are both nourishing and valuable experiences that give us strength and
remind us that we’re not alone. There are many ways that you can be a support to your
peers. One of them is a practice called peer coaching, which we talk about next.

What is peer coaching?

Peer coaching is a type of helping relationship in which two people of equal
status help one another with specific tasks or problems, using a structured
format.
Peer coaching can take many forms. But at its simplest, it is simply one person playing
the role of _coach_ while the other is the _coachee_.
The coach asks questions and reflects the answers back to the coachee. The coach
does not offer advice.
A wonderful and simple peer coaching model to start with is the G.R.O.W. model In this
model, the coach asks 4 simple questions of the coachee.
Goal: What is your goal?
Reality: What is the current situation you are dealing with? What is needed to make
your goal become a reality?
Options: What are a few different things you could do at this point
Will / Way Forward: What will need to happen to make it a 10/10 likelihood that you’ll
complete your goal?

GROW Model Explained

The following short video expands on the GROW model of peer coaching. You will be
practising this model of peer coaching for this week’s Milestone, so you may want to
take notes!
https://youtu.be/1fbooiSh_bA

Here is a one-page Peer Coaching Quick Guide using the GROW model. Feel free to
download and print it. We hope you practice peer coaching throughout this course
and beyond! It is SUCH a valuable tool.
https://drive.google.com/file/d/1ZJ9B4_Y7qvib4jqcX1t96xkJkers42CA/view

Peer Coaching Example

To get an idea of how to complete your peer coaching with the G.R.O.W. model, watch
this demo from ALX facilitators Nicole and Kwasi.
https://youtu.be/Cm1cGs9PnNY

This week’s Milestone, requires you to conduct a Peer Coaching session with a squad
mate. The instructions on what to do are outlined on the Week 2 Milestone project.

2.6.2 Doing Challenging Things

Grit in Action
Peer coaching will be easy for some but for most, it will not be an easy feat. Some of
you will have to step out of your comfort zone and be open, brave or daring.
Additionally, being a VA can also be a challenging experience and you will need a
secret stash of coping mechanisms. It is important to have ways of energizing and
encouraging yourself, so you embrace new experiences and successfully navigate
challenges.
Tips on Navigating Challenging Situations
Hope was asked how she kept going when things got hard. Watch as she describes
some of the ways that she stays sane, encouraged and optimistic.

https://youtu.be/LtLC0MATcSI

Just be Yourself
And as you get ready to complete your peer coaching session, Laura offers some good
advice on connecting with others and how to present yourself.
https://youtu.be/MBokOPl7DVQ

Connect, learn, help and just be you!

2.6.3 Your VA Skills Map

Baseline Skills Mapping
Now that you have an understanding of the program and the skills you will gain over the
next weeks, now is a good time for you to step back and conduct a baseline
assessment of which skills you think you already have versus the ones you need to
work on over the next few months of the program.
Your completed Skills Tracker is part of your Peer Coaching and you must complete it
before your coaching conversation. Your completed Skills Tracker is also part of
your Milestone submission at the end of the week.
Remember that list of skills that you jotted down a few lessons back, it will come in
useful as you complete this activity.
Skills Tracking Steps
We’ve created a simple Google Sheets Skills Tracker you can use to keep track of your
development. Open the link to access the skills map. It should prompt you to make your
own copy. We recommend that you save your own copy in Google Drive as it will be
easier to access and update during the course. You will complete the skills tracker this
week and then again in Weeks 5 and 8 to assess your progress.
https://docs.google.com/spreadsheets/d/1ifgEEBH0Evdo3HOIJwFFG6_eljI_dlKrGvjOjc
O4C7I/copy

https://docs.google.com/spreadsheets/d/1_If6bD56lXR4QLeD37MW94x1hiW5EpA8LBn
sS3PtjQs/edit?gid=1499130837#gid=1499130837

Follow the directions in the sheet on how to use it to rate your skills skills so far. It is
okay if some of the skills are not familiar. That means you are in the right place to
develop them and add them to your can-do list.
If you are unfamiliar with Google Sheets or are having trouble with updating your
skills map, don’t worry. Try your best, search for help on Google, and ask your squad
for assistance if you are stuck. We’re all learning together!
� YOU are the master of your own ALX journey!
Cultivate curiosity towards new skills, demonstrate proactivity in acquiring them, and
take ownership of your own learning experience. Before you know it this T-shirt might
just be the right fit for you.
Again, we will learn more about Google Sheets in week 3. So don’t worry if it’s a little
blurry right now.
 2.7 Week #2 Milestone: Skills
Map and Peer Coaching Reflection.
2.7.1 Week #2 Milestone: Skills Tracking and Peer Coaching
2.7.2 Week #2 - Recap Quiz.
2.7.1 Week #2 Milestone: Skills Tracking and
Peer Coaching

 Novice
 Weight: 5
 Project over - took place from Sep 30, 2024 3:00 AM to Oct 8, 2024 3:00 AM
 An auto review will be launched at the deadline

In a nutshell…

 Auto QA review: 2.0/2 mandatory

 Altogether: 100.0%
o Mandatory: 100.0%
o Optional: no optional tasks

Your Baseline Skills and Peer Coaching Experience

Now it’s your turn to tell us how your skills are looking and share your thoughts on the conversation
with your peer.
This Milestone has 5 steps, each with important details. Read through the entire Milestone
carefully before you begin so you understand exactly what you need to do.
If you feel stuck, you have a whole community on this journey with you – ask your Squad for help if
you need it.
STEP 1: SCHEDULE CALL WITH PEER PARTNER
By now you are part of a Squad on The Portal. Please find a peer in your Squad, and schedule a
time to have a phone or video call with them as soon as possible. The call should take about 30-60
minutes, and you’ll need time to complete your write-up after the call.
You are welcome to schedule a call with more than 1 peer, and this would be especially welcome if
you encounter someone who really needs a partner. (If you do have more than 1 call, please only
write up information from 1 of the calls. You may choose which one).

STEP 2: COMPLETE YOUR SKILLS TRACKER

Make sure you have reviewed all of the learning content in Week 2 and completed your Skills
Tracker.

STEP 3: THE CALL

The script you can use for the call is below. You can also open the script here and create a personal
copy so you can use it during the call.
THE CALL: PART A:
When you are on the call with your peer, each of you should share:

1. Your first and last names. BE SURE TO WRITE THIS DOWN BECAUSE YOU MUST
INCLUDE IT IN YOUR WRITE-UP.
2. What are your 5 strongest skills, and what are the 5 skills you most want to improve?
3. Which do you personally find the most challenging: soft skills, technical skills, or tools? Why?
4. Share your thoughts about grit, growth mindset, or both. Do you understand the concept? Do
you think you have a growth mindset?
5. Share one thing that you have enjoyed the most about the course so far.

THE CALL: PART B

Next, while you are on the call with your peer, you get to practice peer coaching. Decide who will be
the coachee and coach first. Then follow this script that uses the G.R.O.W. model:

 Coach: Tell me about a goal (G) that you have either for this class or for your career in the next
year or so. Is your goal S.M.A.R.T.? (Specific, Measurable, Achievable, Relevant, and Time-
bound?)
 Coachee responds.
 Coach summarizes what s/he heard.
 Coach: What is your current reality ®? Is there a barrier that might block you from achieving
your goal?
 Coachee responds.
 Coach summarizes what s/he heard.
 Coach: What are some options (O) that you have to minimize or eliminate that barrier and to
make it more likely that you will achieve your goal? Can you list 3 or 4 options?
 Coachee responds. Coach summarizes what s/he heard.
 Coach: So what is your way forward (W)? What will you do? What is your commitment?
 Coachee responds.
 Coach summarizes what s/he heard.
 Coach: Do you have any requests for me regarding how I might help you meet your
commitment?
 (Coach can choose to accept, decline, or counter-offer the request.)

NOW, switch roles and repeat the process. When both people are done, please thank your
partner for meeting with you. You can now end the call. If you have made any commitments to your
partner, make sure you take appropriate action to meet them. (For example, you might put a
notification in your calendar to remind them if they’ve asked for that.)

STEP 4: REFLECTION
In a new Google Doc copy and paste the below questions A to H, and then under each
question, type your answer to that question:
A: The full name of the peer you had the call with.
B: The date AND time that the call took place.
C: The modality of the call (for example, Zoom, Google Meet, WhatsApp, phone call, etc.)
D: Did you feel any anxiety before or during the call? Why or why not?
E: How valuable was the session with your peer? Explain.
F: Did you make a commitment to your peer? If yes, what commitment did you make?
G: Did you find anything surprising and/or gain any new insight as a result of the call?
H: How helpful did you find the call overall? Explain and share your experience honestly.
SUBMIT
Submit links to both your Skills Map and your Peer Coaching Reflection in the right Task below.
If you are not sure how to get a sharable link to each of your documents follow these instructions to
submit your Peer Coaching Reflection.

1. Make sure your Peer Coaching Reflection and Skills Map are both saved in your your Google
Drive.
2. Find your Peer Coaching Reflection document and open it.
3. Click Share in the top right corner. A window will pop up.
4. Under General Access, change the access from Restricted to “Anyone with the Link”.
5. Click the Copy Link button to copy the URL link for your document.
6. Submit the link to your Peer Coaching Reflection in the “Submit your Reflection Task”
below.
7. Do the same for your Skills Map: find it in your Google Drive > change the sharing access to
“Anyone can view” > copy the link and submit the link to your Skills Map in the “Submit your
Skills Map Task” below.
8. Make sure you submit both links in the right Task.
9. And that’s it! You will have successfully shared the links to your reflection and skills map with
us.
2.7.2 Week #2 - Recap Quiz

Well done for completing the quiz!

Check your score to see if you passed or need to retake the quiz. To pass, you must
score at least 70%.

Overview
Question Result

1. correct

The prioritization matrix has how many quadrants (squares)?

2. correct
What is proactive communication?

3. correct
What is grit?

4. correct
Which person is performing tasks typical of a Virtual Assistant?

5. correct
What is growth mindset?

6. correct
Mark, from Finance, sends you an email to ask for your help. He needs to finalize the
budget for the year but he doesn’t have your manager, Thumi’s, salary details. The
budget is due in an hour and Mark desperately needs the information. Mark tells you
that Thumi has the information in her inbox which you have access to. Mark requests
that you look for the salary information in Thumi’s inbox and notify him as soon as
possible. Being the good VA that you are, what do you do?

7. correct
Why did the VA role become attractive to many professionals?
 Question Result

8. correct
Which of the following is NOT one of the 7 C’s of communication?

9. correct
Your colleague Rashida calls you on Zoom to confirm a story she heard from Olajide.
Apparently, your client had a heated argument with Mohammad from Operations about
a project that is seriously behind. Rashida knows that you were on the call when the
argument happened and wants to know all the details about what happened. You really
like Rashida so you…

10. correct
Which one of these is a good VA?
Week 3
3.1 Welcome to Week 3
3.1.1 Welcome to Week 3!
3.1.2 Looking Ahead: Week 3 Milestone and Recap Quiz 3
3.1.3 Essential VA Tools & Technical Skills
3.1.1 Welcome to Week 3!

It’s Officially Week 3!

Well done for tackling Week 2 like a champ. Hopefully, you got to know yourself and your squad
mates better and practised grit and a growth mindset. Another eye-opening and resource-packed
week starts today. Please watch the video to understand what Week 3 entails.
https://youtu.be/tuQoUMoaeDE

In case you need it, the video transcript can be found here.
Video Transcript
Hello, VA in the making. It’s Prudence, your facilitator and course designer. Welcome to Week
3. So, what do we have in store for you?
This week, we focus on sharpening your skills with Google Workspace Tools. These include
apps like Drive, Sheets, Docs, Slides, Forms, Gmail, and Calendar. These tools are widely used
by organizations and as a VA, it’s very important that you are comfortable with using them.
In the Google Workspace lessons, we’ll provide you with a checklist for each tool, to help you
identify your strong points and areas of improvement. The goal is for you to efficiently tackle
tasks using tools! By the end of the week, you need to know every skill listed as “Essential” in
the checklist.
In the second part of this week, you will learn about Calendar and Inbox Management best
practices. We will also introduce you to AI-aided apps that can help streamline work and make
you an efficient Virtual Assistant. These include Grammarly, Calendly, Motion, Time and Date,
Savvytime, and Doodle. These apps have made what used to be challenging and time-consuming
work a few years back to be quick and easy.
Pace yourself. There is a lot of content to learn, and it’s all very important. I recommend looking
at all of the modules in Week 3 right now to start thinking about how you will manage your time.
All the best, and enjoy the week!

Here’s is a suggested schedule for approaching this week.

 Monday: Gmail, Calendar and Drive

 Tuesday: Docs, Sheets
 Wednesday: Slides and Forms
 Thursday: AI Apps
 Friday: Calendar & Inbox management
 Saturday: Final content walk-through, Milestone 2 submission, and Recap Quiz 3.

You are well on your way to affirming your spot as a leading Virtual Assistant!
3.1.2 Looking Ahead: Week 3 Milestone and
Recap Quiz 3

Week 3 Milestone
Week 3 Milestone is due at the end of this week. You will find complete, detailed instructions on the
Milestone submissions page. Week 3 Milestone will consist of two submissions.A screenshot of your

 Populated Google Calendar

 Organized Inbox Screenshot

We will ask you to complete each activity after you have practiced using the related app. The added
benefit of carefully completing these two activities is that they will help you stay organized and on top
of your commitments.

Recap Quiz 3
Recap Quiz 3 will test your knowledge in all the topics this week. You should have studied each
topic, and completed all activities and Check Your Understandings before attempting to take the
Recap Quiz. Recap Quiz 3 is also due at the end of this week. You must score 70% or higher on the
test to pass.
If you take the quiz and score under 70%, you may retake the quiz until you obtain a passing score.
3.2 Introducing Google Workspace
3.2.1 Key Tech Tools: Google Workspace
3.2.2 Google Workspace
3.2.3 Introducing Google Workspace
3.2.1 Key Tech Tools: Google Workspace

VA Approved Tools
The world is evolving and it’s no secret that we need to keep up, stay relevant and
future-proof our contributions. So what are the tools that leading VAs use to excel in
their work?
Baseline Google Workspace skills are essential for any tech professional. These apps
are widely used by organizations and are vital 21st-century tools for planning, research,
reporting, creating and getting organized. Before jumping in, let’s hear what two of our
VAs label essential VA tools.
Laura’s Endorsement
Laura was asked what she would recommend to a recent VA grad about how to
become a VA. Take a look at what she says.
https://youtu.be/tLoLzKMxfog

Jeremiah’s Recommendation
Jeremiah shares the tools he deems critical to his success and answers the question,
“What tools do you need to know if you want to become a VA?”
https://youtu.be/sGzn-JhAdZo

Did you notice how quickly he identified the most essential tools?

Tools to Learn
This week, we will focus on seven Google Workspace apps: Gmail, Calendar, Drive,
Docs, Sheets, Slides and Forms.
You might already use some of these, but have you ever experienced a moment you
thought you knew everything about a tool only to discover gaps in your
knowledge? We’ve been there, and we want to prevent you from making the same
mistake. Now is the perfect time to build your confidence in using each of these apps as
a VA.

The tools in the Google ecosystem are power-packed and critical. Once you have
Google Workspace as a base, you can access many other areas as a VA. Knowing how
Google Workspace tools work sets you up to work with different tools.
3.2.2 Google Workspace

Google Workspace Explained

By the end of this lesson, you must have an active personal Google account, and a
personal copy of the Google Workspace Skills Checklist.
First, let’s step back and learn what Google Workspace is.
What is Google Workspace?
This video explains it all. As you watch, write down each app that the presenter talks
about.
https://youtu.be/9oUJA7AK27A

By mastering these tools, you’ll be workplace-ready and equipped with skills

transferable to other platforms like Microsoft Office and iWork. Learning now will give
you an advantage in the future.

Reflect:
What Google Workspace tools do you already know how to use well? Are there some
you use every day and are already a pro at? Refer to the list you made while watching
the above video and highlight the apps you know how to use. After reviewing each
app’s lesson, you will confirm how well you know the app.

Activity: Create Your Google Account

If you don’t already have a Gmail (Google) account, create one now. For the rest of
this course, we will use Google Workspace tools. Gmail for personal use is free and
allows you to access critical tools such as Drive, Sheets, Docs, Slides, Calendar,
Google Meet, and more.
You can find step-by-step instructions here: How to create a Google account. A
personal account is free and should be sufficient for this learning program and beyond.
A business account has more features but costs money each month. You can always
upgrade later if needed.
https://support.google.com/accounts/answer/27441?hl=en

You will likely use your Gmail to connect with clients through emails, share files and
host online meetings, so think carefully about your username, as it forms part of your
email address.
We recommend using your name. For example, if your name is “Sarati Jonas”, your
username should be something like “Sarati.Jonas"or "sjonas”. If those usernames are
taken, Gmail will suggest suitable alternatives. Pick the most professional one.
Using nicknames or pet names such as “Sarababy”, “SJ4life” or “BigMuscleS21” will not
demonstrate your professionalism as a VA.
Pick a username that will work well for you in professional settings. It will likely be
your first impression when emailing potential employers (or clients) via email.

Activity: Make a Copy of the Google Workspace Checklist

You will use this checklist for all the Google Workspace lessons this week.
Click on the link and follow the prompt to create your own (personal) copy of the
checklist.
https://docs.google.com/spreadsheets/d/10HfJpIId7Hw0HqADBGxNUkoJbS4zKkgM1U
FtCMHib3U/copy
https://docs.google.com/spreadsheets/d/1GhoC-
tc3CwhQNh92Ki9OmMGJLcPpQX1v3CmIgG0qL-U/edit?gid=0#gid=0

When you open the checklist, you’ll see it has numerous tabs - one for each Google
Workspace app covered in this program. Do not worry if it looks like a lot right now. We
will walk you through every step of using the checklist and clearly indicate the skills you
must have for each app.
Now that you are set up for success, let’s get started.
3.3 Gmail, Google Drive, & Google Calendar
3.3.1 Gmail for VAs
3.3.2 Creating Gmail Signatures
3.3.3 Google Calendar for VAs
3.3.4 Google Drive for VAs
3.3.5 Gmail, Google Drive, & Google Calendar
3.3.1 Gmail for VAs

We want to make sure all of our grads have basic proficiency using Gmail and its
features. This is one of the most important things you need to know as a VA. Most of
the user skills you acquire with Gmail are transferable to other emailing apps. This
means, if you know how to use Gmail, you will easily adapt to other email applications
such as Microsoft Outlook.
Gmail Checklist
Some of you have been using Gmail for years and are old pros, while others have never
used it. To assess where you are, you will now go through the Gmail tab to check your
Gmail knowledge. By the end of this week, you must know how to do every skill listed
as “Essential” on the Gmail tab.
Here is what you need to do:

1. Open the personal copy of the checklist you created a few lessons back.
2. Open the Gmail tab.
3. For each skill listed, indicate YES or NO in column B, depending on whether
you feel confident in this skill.
o If you have 15 or more YES responses, well done! You can skip the
next 2 Optional Gmail lessons and click on the link in column E of the
Gmail tab. It has resources you can use to learn each skill you are still
missing.
o If you scored 15 or more YES responses BUT you don’t know how
to create an email signature, please go to the email signature
lesson on the next page and study it.
o If you have 5 or more NO responses (less than 15 “yes” responses)
you must go through the Gmail Basics lesson below (even though
they are labeled as optional) and the Creating Email Signatures
lesson on the next page.
4. Go through every item until you can confidently select YES for each skill
listed as “Essential.”

Gmail Basics (Optional)

If you have 5 or more NO responses (less than 15 “yes” responses) on your Gmail
Checklist you must go through this lesson.
Watch this tutorial and follow along to learn how to navigate the Gmail platform. It is
very hard to learn just by reading or watching something. You will see the information,
but it will quickly be forgotten if you don’t DO IT. So don’t just read the “how to.” Open
up Gmail and follow along!
What skill do you need to apply this week, and also an essential trait of a good VA?
An essential part of being A VA is the ability to learn on the job. This is an excellent
opportunity to practice teaching yourself what you need to know. You can even partner
with a peer so you actively learn together.
You know your squad mates are ready to support you, and you’re ready to support
them, too! So if you get stuck, ask for help.
3.3.2 Creating Gmail Signatures

How to Create Signatures

This lesson is for everyone who needs to learn how to create a Gmail signature. If you
marked NO on “Create multiple signatures and insert the signature of my choosing into
an outgoing email”, you must review this lesson.
Here’s how to create one or more signatures for the emails you send in Gmail.
1. From your inbox hit the Compose button to start a new email message. Click on
the pen icon towards the bottom of that window.

2. When you click on the pen, you’ll see a menu with the option to “manage
signatures.” Click on that.
3. Gmail will then open your Settings in a new window. Scroll down until you see
the Signatures section. There, you can click + Create new.

4. Enter the name of what you’d like to call your new signature. For example, you may
have a “Personal signature” for you, and a “Client signature” that you use when sending
emails on behalf of your boss or client.
5. Enter the text of your desired signature in the box. You can play with fonts and
colors, and with inserting valuable links. This is an example of a basic signature.

6. Make sure you go to the bottom and hit the Save Changes button; otherwise, the
signature you create won’t be saved.
7. You can follow this process to create as many signatures as you want.
8. Now, the next time you send an email and you click on the pen icon, you’ll see the
option to insert the signature(s) you created. Once you do that, your signature will
appear at the end of your email.
9. If you want your signature to auto-appear when you send new mail or when you reply
to an email, you can customize that by clicking Compose, clicking the pen, and then
adding your preferences where it says Signature Defaults.
3.3.3 Google Calendar for VAs

Next up is Google Calendar! One of the most common VA tasks is calendar

management, and Google Calendar is the most common Calendar tool. Again, you may
be asked to use other calendars like Microsoft Outlook, but knowing Google Calendar
will make it easy to pick up calendar programs.
Calendar Checklist
We want you to be confident you have the essentials down. By the end of this
week, you must know how to apply every skill listed on the G-Calendar tab.
Here is what you need to do!

1. Go back to your personal copy of the Google Workspace Skills Checklist.

2. Click on the tab labelled “G-Calendar.” For each skill listed in column B,
indicate “yes” or “no” depending on whether you feel confident in this skill.
This one is pretty short!
o If you have 3 or more NO responses, go directly to watch the Quick
Tutorial below.
o If there are only 1 or 2 “NO” responses you may click on each skill’s
learning resource link in column E of the G-Calendar tab.
3. Go through every item until you can confidently select YES for ALL the skills!

Calendar Quick Tutorial (Optional)

If you have 3 or more NO responses in your checklist, watch this video to amplify your
prowess when using Google Calendar. Open your Google Calendar and follow along so
you learn the platform quickly.
https://youtu.be/6dyCOXNLp8U

Again, we can’t stress enough that learning something well just by reading about it or
watching someone else do it is very hard. Information learned this way will quickly be
forgotten. You must DO it to LEARN it. So open Google Calendar and follow along!

You know your squad mates are ready to support you, and you’re ready to support
them, too! So ask if you need help. You’ve Got This!
3.3.4 Google Drive for VAs

Google Drive is a free cloud-based file storage service. You can think of Drive as a
big online storage vault. It is where you store all the files that you create using your
Google account, as well as files that others share with you. This includes files from
Docs, Sheets, Slides, and Forms. You can upload any other kind of file to Drive
including photos. It also syncs all your devices, including mobile phones, tablets and
PCs.
Outstanding organizational skills are required of a good VA. It’s important to know your
way around Google Drive, including how to create folders and sub-folders!
Google Drive Checklist
Here is what you need to do:

1. Once again, go to your personal copy of the Google Workspace Skills

Checklist.
2. Open the G-Drive tab.
3. For each skill listed, indicate YES or NO in column B, depending on whether
you feel confident in this skill.
o If you have 3 or more NO responses, go directly to watch the Quick
Tutorial below.
o If there are only 1 or 2 NO responses you may click on each skill’s
learning resource link in column E of the G-Calendar tab.
4. Go through every item until you can confidently select YES for ALL the skills.
5. Again, DO it to LEARN it. Open up Google Drive and follow along!

Drive Quick Tutorial (Optional)

If you have more than 2 NO items in your Google Drive Checklist then this video is for
you. If you are a pro and have been using it for a while, it’s still a great idea to watch the
video as a refresher; there is always something new to learn.
The video may use a slightly different layout of Google Drive to your version, but the
lesson remains highly applicable and relevant to the current interface.
Again, we can’t stress enough that learning something well just by reading about it or
watching someone else do it is very hard. Information learned this way will quickly be
forgotten. You must DO it to LEARN it. So open Google Drive and follow along!

Activity: Organize Your Drive

Now that you know how to navigate Google Drive, it’s time to make good use of it to get
organized. It’s only Week 3 and you have already downloaded or created, several
documents for this program. Using your new or strengthened skills, follow this step-by-
step guide to create a VA Program folder for your program documents.

1. Open Google Drive

1. Go to Google Drive.
2. Log in with your Google account if prompted.
2. Create a New Folder
1. Click on the “+ New” button on the left side.
2. Select “Folder.”
3. Name the folder “VA Program Documents.”
4. Click “Create.”
3. Find Each Document in Your Drive
1. Use the search bar at the top to find the documents you need.
2. Type the name or keywords related to each document.
4. Rename Documents (that need to be renamed).
1. Right-click on the document you want to rename.
2. Select “Rename” from the dropdown menu.
3. Enter the new name that clearly identifies the document and makes it
easy to find later. For example, add details like the subject or date.
4. Click “OK” to save the new name.
5. Move Documents to the New Folder
1. Select the document(s) you want to move.
2. Right-click on the selected document(s).
3. Click “Move to.”
4. Navigate to the “VA Program Documents” folder.
5. Click “Move” to place the document(s) in the folder.

If you haven’t taken a break since starting the Google Workspace module, NOW is an
excellent time to take one. Remember to pace yourself!
3.4 Google Docs & Google Sheets
3.4.1 Google Docs for VAs
3.4.2 Google Docs Tutorials
3.4.3 Google Sheets for VAs
3.4.4 Google Sheets Tutorials
3.4.5 Google Docs & Google Sheets
3.4.1 Google Docs for VAs

Next, we will tackle Google Docs! It would be impossible to be a good VA without

mastering all your essential Google Docs skills.
This lesson is longer than the previous one because Google Docs offers many features.
The goal of this lesson is to just show you the basic and essential skills you need to
know as a VA. Take breaks and pace yourself. It may feel like a lot, but it really is not
because, chances are, you already know and use some of these skills every day. And if
you don’t know them, we also have you covered. We have the lessons just for you.
Docs Checklist
You know the drill by now :-) You must know how to do every skill listed as “Essential”
on the G-Docs tab. The skills listed as “Intermediate” and “Advanced” are advantageous
but are not required for this program.
Let’s get started with the checklist.

1. Head over to your personal copy of the Google Workspace Skills Checklist,
and go to the tab labeled (you guessed it!) “G-Docs.”
2. Then, go down the list of skills, one-by-one through each item, and change
column B to YES for each skill that you already have and feel confident with.
There are more skills here because Docs is a powerful program!
o If you have between 20 - 24 essential skills, start by watching and
following along with the Quick Tutorial below. You can then follow up
on specific skills you’re still rusty on by clicking on the associated
resource links provided in the G-Docs tab.
o If you have 25 or more YES responses for the essential skills, you
could watch the entire Quick Tutorial below OR click on resource link
provided in column E of the G-Docs tab, and watch the specific
chapter for each skill you want to build.
o If you’re missing many or all essential skills, that’s totally ok; we
got you! You will need to commit to spending time learning and
practising. We recommend you start by watching and following along
with the Long Tutorial on the next page.
3. Go through every item until you can confidently select YES for each skill
listed as “Essential.”
 4. If you have all the “Essential” skills already, hooray! You’re good to go on
the Google Docs requirement for this week. But we invite you to grow even
further and to consider boosting yourself by learning the “Intermediate” skills.
5. Do you already know all the “Intermediate” skills? Wow? We’re very
impressed! Then we challenge you. Aim to reach your personal best and
learn the “Advanced” skills. Every new skill you acquire will serve you in the
future and help you be an even more capable and effective VA.

Docs Quick Tutorial (Optional)

If you have between 20 - 24 essential skills, start by watching this 9-minute tutorial. If
you’re missing many or all essential skills, start here too. We also have more
tutorials for you in the next lesson. If you have 25 or more essential skills you may
watch this tutorial or move on to the longer tutorial to watch the specific sections for
skills you need to build.
We recommend watching it on full screen to easily see the different functions. You can
also use the chapters below to skip to a specific section.
Open up Google Docs and follow along!
https://youtu.be/I0OqnItA-zA

Video Chapter for Specific Sections:

00:05- Accessing Google Docs
00:50- Creating a Blank Document
01:05- Formatting Options
02:05- Adding links
02:13- Adding comments
02:42- Adding and Editing images
03:42- Suggestion Mode
04:40- Share and Collaborate
05:22- Adding and Formatting Tables
06:15- Adding and Formatting Charts
06:33- Adding Headers and Table of Contents
07:11- Adding Bookmarks
07:28- Explore Feature
08:30- Voice Typing
A Google Docs (and Gmail) Must Have App
Grammarly! It is a game changer when writing. It improves your writing, checks for and
corrects grammar and spelling, and even suggests how to best word your sentences. It
works with Google Docs, Gmail and other apps. It saves you so much time when
revising what you wrote. Here is a quick tutorial on what Grammarly can do.
https://youtu.be/-3-dRuBvqv8

For improved writing, download the grammarly desktop app and the browser extension.
It works with all main browser so if you do not use Chrome, you can Google the
extension for your browser and download it.
Grammarly Desktop is a standalone app for your computer. It works with various
programs like Microsoft Office and other desktop applications.
Grammarly Browser Extension is an add-on for your web browsers (Chrome, Firefox,
etc.). It works directly within your browser to check grammar and spelling on websites,
email, social media, and online documents.
All that stress of looking for and correcting typos and grammar, gone. Go ahead and
download it. You will thank us later :-). Of course, it is an application, and it is up to you
to determine whether to incorporate all of its suggestions. It is designed to assist you in
creating polished documents, but ultimately, the final say on your documents
content, rests with you.
3.4.2 Google Docs Tutorials

If you’re missing many or all essential skills this lesson is for you. Start by watching the quick
tutorial. After, if you still have a lot of “NO” responses on your checklist and need to learn more skills,
continue to watch the long tutorial, focusing on the areas that you need to learn.
If you have between 20 - 24 YES responses for the essential skills OR 25 or more YES
responses on the Docs essential skills checklist, this lesson is optional. If there are specific sections
you still need to learn, watch that section in the tutorials below and move on to the next lesson.
Docs 20-Minute Tutorial (Optional)
Start by watching this 20-minute tutorial. We recommend watching it on full screen to easily see the
different functions. You can also use the chapters below to skip to a specific section.
Open up Google Docs and follow along!
https://youtu.be/84oqNE_MZN0

Video Chapters for quick review:

 0:00 - Intro
 0:28 - Create a new File
 0:40 - Create a file within Google Drive
 1:05 - Create a new file in the Omnibox with the .new shortcuts
 1:16 - Name, Star and move your files from within the Editor
 1:55 - Overview of the interface
 2:06 - An overview of all the View menu options
 3:12 - Different modes of working within Google Docs (Editing, Suggesting and View
mode)
 4:12 - Everything about formatting text
 4:25 - Adding more fonts to Google Docs
 5:07 - Text Styles with titles, headers and paragraph styles
 5:35 - Add your own formatting to the text styles
 6:40 - Insert a table of contents (With page numbers for print, or as digital hyperlinked
table of contents)
 8:00 - An overview of the insert menu
 8:17 - Insert images in different ways (Upload, Drive, Photos, built-in search and
Webcam or camera)
 9:24 - Insert a table
 9:27 - Insert a Google Drawing (Two ways, Embedded or contained drawing, Interactive
linked drawing)
 10:35 - Insert a graph or chart (Two ways Embedded or linked to a sheets)
 11:00 - All about headers and footers including some advanced formatting
 11:50 - Insert Breaks and Page breaks and see how this affects options for headers and
footers
 12:10 - Hyperlinking or linking words/sentences
 12:40 - Align and indentation options
 13:12 - Paint format to quickly copy the formatting to other text
 14:00 - All about share settings and collaboration with others
 14:30 - Email collaborators of the document from within Google Docs
 15:07 - Email the document as an attachment (different file types)
  15:45 - Download the file as different file types
 16:15 - Version history and revision history
 16:40 - Page settings for Background color, Margins and orientation
 17:36 - Complete overview of the Tools menu in Google Docs
 17:43 - Spelling and Grammar check
 17:54 - Word Count and live word count!
 18:20 - NEW!! Compare documents
 19:00 - The Explore button! Do research, Cite your sources, insert links and images +
more
 19:50 - Cite your source using MLA, APA, or Chicago
 21:16 - Linked objects, where are they and how many am I using?
 21:59 - Voice typing works great for dictating text, but also works with punctuation!
 22:23 - Preferences Use preferences to auto change codes or text into something else!

Docs Long Tutorial (Optional)

Here is a comprehensive tutorial on Google Docs. Its key sections and chapters are also linked and
listed.
It is vital that you open up Google Docs and follow along! You will learn MUCH more by DOING,
than by passively watching.
If you are familiar with Google Docs and only need help with specific parts, you can use the links
below to jump to those specific points in the video. It’s best to watch the video in full screen.
https://youtu.be/RzNVGQYOmFk

Video Chapters for quick review:

Start 0:00
Introduction 0:03
Creating and Saving New Documents 1:04
Help Tools and Other Ways to Create New Documents 4:25
Page Navigation, Text Entry, and Text Editing 6:30
Voice to Type 8:38
Line Spacing and Paragraph Alignment 11:00
Paragraph Indenting 13:09
Bullets, Numbers, and Check Lists 15:56
Copying and Pasting Text 19:12 Moving Text 21:29
Keyboard Shortcuts 23:30
Copying and Pasting Text Without Formatting 26:22
Selecting Text with Keyboard Shortcuts 29:09
Language Translation 32:07
Saving Files 34:13
Opening Files 37:15
Creating Folders and Saving Files Inside 40:04
Closing Documents 42:28
Introduction to Google Drive 43:33
Zooming and Adjusting Views 47:16
Inserting Headers and Footers 50:13
Editing Headers and Footers 53:02
Editing Margins 56:02
Adding Columns 58:48
Inserting Column Breaks 1:02:20
Inserting and Deleting Page Breaks 1:04:51
Increasing and Decreasing Indents 1:06:53
Adding Tab Stops 1:08:59
Removing Tab Stops 1:12:36
Spelling and Grammar Checks 1:14:30
Personal Dictionary 1:17:56
AutoCorrect 1:21:04
Find and Replace 1:23:22
Creating New Documents Based on a Template 1:26:10
Printing 1:29:38
Sharing 1:31:58
Publishing 1:33:51
Conclusion 1:36:33

3.4.3 Google Sheets for VAs

Expense tracking, data entry, graph creation, and financial calculations all require the use of
spreadsheets. As a VA, you don’t have to be a pro at spreadsheets, but you do need to know the
essential skills of how to enter data, sort data, color code, create formulas, and use spreadsheet
data to make a basic graph or chart.
Sheets Checklist
By the end of this week, you are required to know how to do every skill that is listed as
“Essential.” You are not required to master the intermediate or advanced skills.
In your personal Google Workspace Skills Checklist, go to the tab labelled “G-Sheets.” Then, go
down the list of skills, one by one, and change column B to “yes” for each skill that you already have
and feel confident with.

 If you have between 13 - 17 essential skills, start by watching and following along with
the Quick Tutorial below. You can then follow up on specific skills you’re still rusty on by
clicking on the associated resource links provided in the G-Sheets tab.
 If you have 18 or more YES responses, you could watch the entire Quick Tutorial
below OR click on the resource link provided in column E of the G-Sheets tab, and
watch the specific chapter for each skill you want to build.
 If you’re lacking many or all essential skills, don’t worry; we’re here to help! You’ll
need to dedicate time to learning and practicing. We suggest starting with the Long
Tutorial on the next page and following along.
 Go through each item until you can confidently mark YES for every skill labeled as
“Essential.”
 If you already have all the “Essential” skills, fantastic! You’re set for the Google
Sheets requirement this week. But why stop there? Challenge yourself by learning the
“Intermediate” skills to further enhance your abilities.
 Do you already know all the “Intermediate” skills? Amazing! We’re truly impressed.
Now, push yourself even further by mastering the “Advanced” skills. Every new skill you
learn will be invaluable and help you become an even more proficient and effective VA.

Sheets Quick Tutorial (Optional)

If you have between 13 - 17 or 18 or more essential skills, and just need a quick refresher, start by
watching this quick 13-minute tutorial. If you’re missing many or all essential skills, start here as
well. We have more tutorials for you on the next lesson.
We recommend watching it on full screen to easily see the different functions. You can also use the
chapters below to skip to a specific section.
Open up Google Sheets and follow along!
https://youtu.be/FIkZ1sPmKNw

Video Chapter to specific sections:

 0:11 - How to create a new spreadsheet using drive.google.com and sheets.new

 1:25 - How to convert .csv and .xlsx files to Google Sheets files
 2:19 - How to create sheets inside of a spreadsheet - how to color, organize, and
navigate through them
 3:10 - How to add columns in Google Sheets, how to freeze columns and rows
  3:59 - Using Google Sheets as a database
 4:34 - Format data and cells
 5:53 - Most useful shortcuts
 6:15 - Smart spreadsheet features: pasting values, format, transposed, sequences,
using Math operators (* / + -)
 10:56 Formulas in Google Sheets: SUM, AVERAGE, COUNT
 12:09 Using comments and notes to collaborate right in the spreadsheet

3.4.4 Google Sheets Tutorials

If you’re missing many or all essential skills this lesson is for you. If you watched the
quick tutorial and still feel you need to learn more, this next tutorial is for you.
This lesson is optional if you have between 13 - 17 YES responses for the essential
skills OR 18 or more YES responses on the Sheets essential skills checklist. If there
are specific sections you still need to learn, watch that section in the tutorials below and
move on to the next lesson.
Sheets 20-Minute Tutorial (Optional)
If you’re missing many or all essential skills, watch this 20-minute tutorial. We
recommend watching it on full screen to easily see the different functions. You can also
use the chapters below to skip to a specific section.
This video does not have chapters, but it is short enough to watch in its entirety. Open
up Google Sheets and follow along!

https://youtu.be/Rus4buFP_a4?si=Fbv3vYds485fdTBv

Sheets Long Tutorial (Optional)

If you still need to gain a skill, use the chapters below to go to the specific section that
teaches the skill in this video. Open up Google Sheets and follow along as you watch.
If you now feel confident in using Google Sheets and all your “Essential” skills in your G-
Sheets checklist are now marked with a “YES”, you may move on to the next lesson.
https://youtu.be/TENAbUa-R-w

Video Chapters for quick review:

 00:00 - Introduction
 00:46 - Official Google Sheets training
 01:43 - What is Google Sheets
 02:24 - How to get Google Sheets
 03:30 - Start page
 04:30 - Top bar
 06:26 - Cells, columns, & rows
 07:30 - Zoom level
 07:46 - Enter data & smart fill
 10:04 - Format numbers
 11:01 - Adjust column widths & row heights
 12:24 - Move columns & rows
 12:57 - Alternating colors
 13:42 - Conditional formatting
 15:07 - Hide columns & rows
  15:57 - Insert columns & rows
 16:57 - Freeze columns & rows
 17:42 - Column stats
 19:01 - Explore
 19:54 - Addition
 21:52 - Subtraction
 22:13 - Multiplication
 22:35 - Division
 22:54 - Functions
 23:40 - SUM function
 25:53 - Relative & absolute references
 28:20 - Named ranges
 29:32 - VLOOKUP function
 31:57 - Multiple worksheets
 33:57 - Sort & filter
 35:30 - Filter views
 36:39 - Charts
 39:09 - Pivot tables
 42:49 - Create a new form
 44:23 - Share & collaborate with others
 47:24 - Version history
 48:02 - Publish, email, & print
 48:31 - Wrap up

You are doing an amazing job! Well done for finishing this section!

3.4.5 Google Slides for VAs

As a VA, you will inevitably be asked to create presentations using Google Slides.
Sometimes Slides are shared in the same ways Docs are - simply as a way of
communicating information, but often with more images and less text. And sometimes,
Slides are created to accompany an actual presentation; where you or your client/boss
will be speaking to others, and the slides serve as support.
Slides Checklist
You must know how to do every skill listed as “Essential” on the G-Slides tab. The skills
listed as “Intermediate” and “Advanced” are advantageous but are not required for this
program.
Let’s go!

1. Open your personal copy of the Google Workspace Skills Checklist and click
on the tab labelled “G-Slides.”
2. Then, review the list of skills one-by-one, and change column B to YES for
each skill you already have and feel confident with.
o If you have between 5 - 7 essential skills, start by watching and
following along with the Quick Tutorial below. You can then follow up
on specific skills you’re still rusty on by clicking on the associated
resource links provided in the G-Slides tab.
o If you have 8 or more YES responses for the essential skills, you
may watch the entire Quick Tutorial below OR click on the resource
link provided in column E of the G-Slides tab, and watch the specific
chapter for each skill you want to build.
o If you’re missing most or all essential skills, that’s totally ok; we got
you! You will need to commit to spending time learning and practicing.
We recommend you start by watching and following along with the
Long Tutorial on the next page.
3. Go through every item until you can confidently select YES for each skill
listed as “Essential.”
4. If you have all the “Essential” skills already, hooray! You’re good to go on
the Google Slides requirement for this week. But we invite you to grow even
further and to consider boosting yourself by learning the “Intermediate” skills.
5. Do you already know all the “Intermediate” skills? Wow! We’re very
impressed! Then we challenge you. Aim to reach your personal best and
learn the “Advanced” skills. Every new skill you acquire will serve you in the
future and help you be an even more capable and effective VA.

Slides Quick Tutorial (Optional)

If you have between 5 - 7 essential skills, start by watching this 5-minute tutorial. If
you’re missing many or all essential skills, start here too. We also have more
tutorials for you below.
If you have 8 or more essential skills you may watch this tutorial or move on to the
longer tutorial to watch the specific sections that you need to build.
Remember to watch it on full screen to easily see the different functions.
Open up Google Slides and follow along!

https://youtu.be/7vSnesQDLBE

Slides Long Tutorial (Optional)

Here is a 20 minute tutorial on Google Slides. If you’re missing many or all essential
skills this lesson is for you. Watch the next tutorial. If you have 5 or more YES
responses for the essential skills this lesson is optional. If there are specific sections
you still need to learn, watch that section in the tutorial and move on to the next lesson.
Open up Google Slides and follow along!

https://youtu.be/cmIqUci38Jg

The time stamps for the specific sections in the video are below.

 00:00 - What we’ll cover

 00:35 - What is Google Slides
 00:53 - How to access Google Slides
 02:21 - How to use Google Slides - create, title, layout, aspect ratio
 05:09 - Editing and formatting Google Slides
 06:37 - Creating new Slides
 07:34 - Adding text, links and media to Slides
 12:17 - Animations and transitions in Google Slides
 14:06 - Collaborating in Google Slides
 14:34 - Presenting, exporting and downloading Google Slides

3.4.6 Google Forms for Vas

Wow! You’re a superstar! The end of your journey through Google Workspace is in
sight! Take a moment to pat yourself on the back for moving through all of this material!
And while you’re at it, hop on your squad channel and tell one of your squad mates that
they are doing a great job too! If you have the energy to spare, offer assistance to those
in need.
Google Forms is a super useful tool to have in your arsenal as a VA. It’s a great way to
collect information from a large number of people at once and to have all the data
conveniently show up in one place (a Google Sheet!). There is a lot you can do with
Google Forms, and there are entire courses dedicated exclusively to designing good
surveys. But for this course, we just want you to have the essentials: creating a basic
survey, sending it out, and viewing the results.
Ok, you know the drill by now.
Forms Checklist
You must know how to do every skill listed as “Essential” on the G-Forms tab. The skills
listed as “Intermediate” and “Advanced” are advantageous but are not required for this
program.
Let’s go!

1. Once again, open your personal copy of the Google Workspace Skills
Checklist and click on the tab labelled “G-Forms.”
2. Then, review the list of skills one-by-one, and change column B to YES for
each skill you already have and feel confident with.
o If you have between 17 - 22 essential skills, start by watching and
following along with the Quick Tutorial below. You can then follow up
on specific skills you’re still rusty on by clicking on the associated
resource links provided in the G-Forms tab.
o If you have 23 or more YES responses for the essential skills, you
may watch the entire Quick Tutorial below OR click on the resource
 link provided in column E of the G-Forms tab, and watch the specific
chapter for each skill you want to build.
o If you’re missing most or all essential skills, that’s totally ok; we got
you! You will need to commit to spending time learning and practicing.
We recommend you start by watching and following along with the
Long Tutorial on the next page.
3. Go through every item until you can confidently select YES for each skill
listed as “Essential.”
4. If you have all the “Essential” skills already, hooray! You’re good to go on
the Google Forms requirement for this week. But we invite you to grow even
further and to consider boosting yourself by learning the “Intermediate” skills.
5. Do you already know all the “Intermediate” skills? Wow! We’re very
impressed! Then we challenge you. Aim to reach your personal best and
learn the “Advanced” skills. Every new skill you acquire will serve you in the
future and help you be an even more capable and effective VA.

Forms Quick Tutorial (Optional)

If you have between 17 - 22 essential skills, start by watching this 9-minute tutorial. If
you’re missing many or all essential skills, start here too. If you have 23 or
more essential skills you may watch this tutorial or move on to the longer tutorial to
watch the specific sections for skills that you need to develop.
Watch the video on full screen to easily see the different functions.
Open up Google Forms and follow along!

https://docs.google.com/forms/d/1iD0dBKJaE_O60Gv97cAuGKEBFjG-
G5yqfxcEpRdwZdk/edit

https://youtu.be/tLjbn_KAec0

Video Chapters for quick review:

 00:00 - How to create a new form

 00:49 - Adding a Title and Description
 01:43 - Adding different question types
 04:08 - Editing multiple choice questions
 05:53 - How to preview your form
 06:49 - Changing fonts and color themes
 08:15 - How to send your form to others
 08:58 - Reviewing your form responses
 09:43 - Receive email updates for new responses

Forms Long Tutorial (Optional)

Here is a 30 minute tutorial on Google Forms. If you’re missing many or all essential
skills this lesson is for you. Watch the next tutorial. If you have 17 or more YES
responses for the essential skills this lesson is optional. If there are specific sections
you still need to learn, watch that section in the tutorial and move on to the next lesson.
Open up Google Forms and follow along!

https://youtu.be/I4T-FGZo7zo

The time stamps for the specific sections in the video are below.

 00:00 - Introduction
 01:03 - Get Google Forms
 02:13 - Start page
 03:18 - Title form
 04:28 - Add multiple choice question
 08:25 - Add paragraph question
 08:58 - Add sections & go to section based on answer
 13:04 - Preview form to test logic
 14:11 - Duplicate, delete, required, description & shuffle option order
 15:49 - Add short answer question
 16:25 - Response validation
 17:29 - Add linear scale question
 18:35 - Add magic wand question
 19:14 - Import question from previous form
 19:58 - Add title and description
 20:24 - Rename form, choose location & star
 20:53 - Customize theme
 21:43 - Settings
 22:05 - Create Quiz
 23:32 - Add collaborators
 23:53 - Email, copy link & embed form
 24:55 - Test form
 25:48 - Review responses
 28:00 - Save & close Form
 28:32 - Wrap up

3.4.7 Google Workspace: You Did It!

Yes, VA. You did it!
Before we move on to the second half of Week 3, we need to celebrate your hard
work with Google Workspace.
We knew you had it in you and you proved us right!
Take a moment to do a mini celebratory dance as you listen to this jam.
https://youtu.be/ykDeY7zR_kA

Now take a moment to celebrate your peers for putting in the work to learn Google
Workspace. Tag your comment with #GotThatSkill
Celebrate!
 3.6 Managing A Client's Calendar
3.6.1 Managing a Client's Calendar
3.6.2 Time Zones Explained
3.6.3 Calendar Events and Tools
3.6.4 Apply Your Calendar Management Skills
3.6.5 Managing A Client's Calendar Time Zones Explained

3.6.1 Managing a Client's Calendar

Calendar Management
A significant task VAs perform for their clients is calendar management. If you are
supporting your client with their calendar, your biggest role as a VA is to:
Manage and protect your client’s time. This is your number one priority. Keep their
schedule efficient and free from unnecessary disruptions.
Organize and create order in your client’s calendar. Ensure there are no double
bookings or overlapping meetings. A well-organized calendar is vital to a productive
day.
Ensure priority tasks have adequate time in your client’s calendar. Stay updated
on what is most important to your client, as this can change frequently. Dedicate a set
time each week or every other day to spend 10 minutes reviewing the calendar. This will
help you catch any shifts in priorities and adjust the schedule accordingly.
Ensure your client knows exactly where they need to be and when.
Clear and accurate scheduling is crucial for your client to stay on track. So where do
you start with all this? Well, remember the lesson last week on knowing your client?
That’s exactly where you begin. You’ll need to do a few things to get a better
understanding of your client’s preferences.
You’ll need to communicate, be proactive and ask key questions. We covered
communication and taking action last week, so let’s focus on asking key questions.
Questions to Ask Yourself
Below is a list of key questions to ask yourself and actions to take to learn about your
manager/client. The better you know, the better you can support them as a VA.
To get a preliminary sense of your client’s calendar, consider the following:

1. What does your client’s calendar currently look like?

2. Is there a pattern you are seeing, e.g. blocks of time that are left empty or
recurring meetings?
3. Are there names that show up more often than others in your client’s
calendar? These might be priorities.
4. Does your client use the same calendar for personal things, e.g. dinner,
tennis games, etc?
5. How do they currently differentiate online meetings from those that are in
person?
6. How do they label meetings e.g. Call: Prudence & Fred or Call: Fred (ALX)
and Prudence (Equity Bank)
7. What can you do with the permissions you have been given? Can you send
and accept meetings using their calendar, or can you only add meetings?

Questions to Ask Your Manager/Client

With the preliminary understanding from your questions and considerations above, set
up an initial meeting with your client or employer to understand their needs and ask
these questions:

1. What do you need me to help you with the calendar? E.g. Setting up
meetings, moving meetings and/or accepting meetings.
2. How many calendars do you use and do they auto-sync? For example, do
you use Google Calendar on the computer and iCalendar on the phone?
3. What does your typical day look like?
4. Which times work for you to have meetings?
5. What is the earliest and latest you can take meetings?
6. Which hours do you spend focusing (no meetings), having meetings, or
attending to personal things?
7. Do you need gaps or breaks in between meetings? If so, how long? E.g. 5
minutes, 10 minutes, etc
8. For online meetings, do you prefer Google Meet, Skype, Zoom, Teams, or
Facetime?
9. Is Google Meet, Skype, Zoom, Teams, or Facetime already auto-connected
to your calendar, if not may I connect them?
10. Which online meetings are recorded?
11. For direct calls, do you prefer to call people, or should they call you?
12. Do you have any specific time zones you frequently work with?
 13. Do you prefer using your cellphone or office line?
14. Which meetings/ stakeholders are a priority to you?
15. Do you have any recurring meetings and appointments?
16. What information do you need from me before each meeting, and how well in
advance do you need it? How detailed do you need it to be?
17. For in-person meetings, do you want travel time added to your calendar so
you know when to start going to the meeting?
18. Do you want me to send out meeting invites using your calendar or do you
prefer I use my calendar to set up meetings?
19. What are your preferred tools or apps for scheduling, for example Calendly,
Motion or Google Scheduler?
20. How do you prefer to receive updates or changes to your schedule?
21. How flexible are you with last-minute changes or cancellations?
22. Are there any specific days or times reserved for personal commitments?
23. Will you or someone else add meetings to the calendar or will I be the only
one adding meetings?

All the above questions are considerations you have to make. can be found in
the Calendar Management Questionnaire. Open the questionnaire and it should prompt
you to make your own personal copy in your Google Drive. We strongly recommend
that you save this questionnaire in the same folder you are saving all your VA Program
resources and tools (the same folder with your Skills Map and Prioritization Matrix).
https://docs.google.com/document/d/17r_7WC2aaOKp7V5XE8ZxKcRyAxejewLg7YjDP
a2olmU/copy

https://docs.google.com/document/d/1-EDutZiPSxm2rmfLM-
WsNxvFDsOruZQB1I9WFniZRAc/edit?tab=t.0

Calendar Management Tutorial

Now that we understand the key questions and preferences let’s watch the following
walkthrough on calendar management.

https://youtu.be/5Et7W1o7oWA

Reflect:
The video suggested “scheduling” your client’s regular life activities, such as dinners, on
the calendar to avoid conflicting with business meetings. What life activities did the
presenter recommend to plot out? Can you think of additional standard life
activities you would add to this list and plot out in your managers/ clients calendar?
What scheduler apps did the presenter mention?

3.6.2 Time Zones Explained

Let’s talk time zones! But first, let’s answer a few basic questions:
Why do we have time zones and who decided on them? Well, this short 3-minute video
answers both of these questions with just the right amount of information.
https://youtu.be/-j-SWKtWEcU

UTC vs GMT
Time zones are mostly referred to in Greenwich Mean Time (GMT) and sometimes
in Coordinated Universal Time (UTC). GMT is the official term for time zones but UTC
is also widely used. There is no time difference between the two as they mean the same
time. 2 pm GMT is 2 pm UTC. As a VA you will see that both are used and remember
that they mean the same thing.
Time zones also have regional names, For example, East African Time (EAT) is
GMT+3, and South African Standard Time (SAST) is GMT+2.
When you propose a meeting time always add the time zone, for example 6pm EAT/
GMT+3. If someone sends you a meeting request with a time but not a time zone,
always clarify the time zone first before scheduling.

Time Zones and Daylight Savings

You don’t need to cram all the time zones to be a good VA. You will learn them
naturally the more you schedule meetings. And, with ever-evolving technologies and
apps, it’s really not that complicated.
All you need to do from the get-go is to make sure you know what time zone your
client’s calendar is set to. It should be at the same timezone they are in. Chances are,
if you are supporting them virtually, the time zone will be different to yours. So when a
client emails you asking for a meeting at 5 pm, you should know which time zone they
mean so you can schedule appropriately.
You also need to know if their time zone changes with daylight savings. The US,
Australia, Europe and other places follow daylight savings. This means the times in
these parts of the world move forward and backwards by one hour on a set date in
March and October each year.
For example, if your client is in London and you are in Accra Ghana the hours between
you will be different depending on the date or time of the year. Daylight saving is
implemented in certain parts of the world to make better use of natural daylight during
the changing seasons.
On 30 July 2024, 1 pm in Accra will be 2 pm in London. But on 22 December 2024, 1
pm in Ghana will be 1 pm in London. Don’t stress about trying to calculate this on your
own, there are many apps that can help you do this and you’ll learn about them next.
We just want you to always be cognizant of daylight savings because it does affect
meetings. Someone’s work time might be someone’s sleeping time and you need to
know so you can suggest appropriate meeting times.

Calculating Time Zones

There are many simple ways to calculate time zones and our personal favourite is Time
Zone Converter. All you need to do is enter the date and time for one city, and it will
calculate the corresponding time in other cities. Take a look at the two screenshots
below.
https://www.timeanddate.com/worldclock/converter.html?iso=20220605T130000&p1=40
11

Screenshot 1

Screenshot 2
Did you notice how the time in London changed because we changed the date? On 30
July 2024, 1 pm in Ghana (or 7am in Mexico City) is 2 pm in London. But on 22
December 2024, 1 pm in Ghana (7am in Mexico City) will now be 1 pm in London. The
change in time change in London is due to Daylight Saving.

In your squad on The Portal share: What your current time zone is called locally - for
example WAT, PST, EST, SAST. How you refer to your local timezone in GMT terms -
for example GMT+1, GMT-3. Use the tag #GoingGlobal
Let us know!
3.6.3 Calendar Events and Tools

How to Label Calendar Events

Clearly labeling calendar events/appointments that you create for your client will pre-
empt any questions and save you and your client a ton of time. It’s important to have an
organized and consistent way of labeling meetings. Watch the video, make note of the
points raised and let’s discuss.
https://youtu.be/dqLli5-g9y4

What information must your meeting label have? Why? Try to answer the question
before looking at the answers.
Your invite must show:

 The meeting type - e.g. in-person coffee, Skype Call, Team Conference.
 Attendees’ Details - names of attendees and the companies they represent.
 Meeting Location - address or online meeting link.
 Correct Meeting Time - Always make sure the meeting time is correct in the
applicable timezone.

All of the above information is important for your client to know precisely what they will
be doing, when, with whom, and how. This is sharing complete and clear information
about a meeting. It also minimizes confusion, questions or the need for clarification.

Scheduling Apps
Let’s explore exciting scheduling apps and learn how to integrate them with Google
Calendar. This will help you choose the best tool for managing your - and your client’s -
time efficiently.
Click the link to each app and explore. Once again, you learn by doing not by just
reading or watching. So open each link and try out the app. We promise you won’t
break anything that cannot be fixed… so EXPLORE!

 Motion is an AI-powered scheduling tool that automates and optimizes your

calendar. It can schedule meetings, manage tasks, and optimize your
daily schedule. Motion integrates seamlessly with Google Calendar,
allowing you to synchronize your schedule and avoid double bookings.
 https://www.usemotion.com/

 Calendly (our favorite) simplifies meeting scheduling by providing a link

where others can book time with you. It eliminates the back and forth of
scheduling - you set your availability, and Calendly handles the rest.

https://calendly.com/

 Doodle is a simple scheduling tool that helps you find the best time for group
events like board meetings, webinars, or stakeholder meetings. You create
a poll with possible dates and times, and participants vote on what works
best for them.

https://doodle.com/en/

 Savvytime is another time zone converter and meeting scheduler.

It’s perfect for scheduling meetings across different time zones,
ensuring everyone is on the same page.

https://savvytime.com/

All these apps integrate well with Google Calendar to ensure what you do on the app
instantly reflects on your calendar, so your availability is always up to date.

Google Calendar Appointment Scheduler

The last scheduling app we will explore is the Google Calendar built-in scheduler that
helps you allocate time so others can book meetings with you. This is very useful if
you support a manager or client who needs to meet with their team. It makes it easier
for team members to just pick a time that works without the back and forth of booking
meetings. This scheduler does what Calendly does, and using it is a matter of your
client’s/ manager’s preference.
Watch the next video and follow along to learn how to use the Google Calendar
scheduler function. This function is a game changer - it will make you more efficient
when booking meetings. The video is detailed and 18 minutes. Feel free to change the
video playback speed to x1.5 or x2 so can watch the entire video.
https://youtu.be/AtEbe-TMNls

In conclusion, when sending a meeting invite, ensure you include the meeting type,
attendees’ details, meeting location, and the correct meeting time in the applicable
timezone. This comprehensive information helps your client know precisely what is
taking place, when , with whom , and how. Explore the scheduling apps provided,
integrate them with Google Calendar, and choose the best tool to manage time
efficiently for you and your client.
3.6.4 Apply Your Calendar Management Skills

Reflect:

As a VA, you will need to organize your personal calendar so you are at the right place
and time to support your clients. Take a look at your calendar.
Are your meeting labels clear, leaving no room for unanswered questions?
What scheduling tools can you integrate with or add to your Google Calendar to build
efficiency and save time?
How can you be more organized with your Calendar to manage your time and know
where you need to be, what you should be doing, who you are meeting with, and why?

Activity: Manage Your Calendar (Part of Milestone 2 Submission)

For this activity, you will practice your calendar and time management skills using
your Google Calendar. You could get away with doing the bare minimum here, but you
will not learn much or grasp the necessary skills. We strongly encourage you to do the
work, take control of your time allocation, and spend it on things that matter to you.

1. Open your Google Calendar to an external site or your preferred time

management app.
2. Schedule the non-negotiable activities you need to do this week and next
week. For example, you can block out your Monday to Friday work hours,
school runs, or dinner time with family. You can use your prioritization
matrix to determine what is non-negotiable and when it needs to be tackled.
3. Add an hour or two to do that one thing that gives you joy. It could be
anything personal; a show on Netflix, watching the sunset, or catching up
with a friend. Yes, add the fun stuff first. They, too, are important and give
you the motivation to do the more difficult bits.
4. Next, add the times you plan to spend on your ALX work. This includes
reviewing content, completing activities, Recap Quizzes, and Milestones.
5. Make sure key online community events are added to your Calendar. (In
week 1 you received an invitation to add the VA Program events calendar to
your Calendar. Make sure you have accepted it so the events show in your
Calendar.)
6. Add all your appointments that require travelling from point A to point B.
Remember to include transit times.
7. Add a few contingency hours in case of an emergency. Life happens, and
when it does, we want to be sure you have a few set aside to catch up on
anything thrown off track.
 8. Hopefully, after all this scheduling, you still have gaps in your schedule to do
nothing! You can leave the gaps open or add more activities you feel
inclined to. Don’t fill up every spot on your Calendar, so you have some
downtime and breathing room.
9. Change your calendar view to “Week” so you can see your 7-day schedule
at a time. See the example below.
10. Take a clear screenshot of your populated Calendar. The screenshot must
show:
o 7 days (one week) of your Calendar.
o At least 5 hours of your daily schedule for each of the 7 days.
o The days shown can be in the past, for the week you just had, or for
upcoming days.

11. Save your screenshot in your Google Drive.

12. Next – as a fun step – we encourage you to go a step further and use the
Google Calendar scheduler function or Calendly to set up a few slots you
are available for meetings. Generate a booking link to share with peers,
colleagues, family, and friends. This step is NOT required and is not part of
your Milestone, but it is a good practice exercise and confidence booster.
Determining your availability is a strong organizational and leadership
quality.

Are you done? If so, well done! You will share the screenshot of your populated
Calendar as part of your Milestone for this week.
The important part now is for you to follow your schedule, just like an upcoming young
leader is known to do :).
Which places have the longest time difference in the world?
The greatest year-round time difference is 26 hours between Baker and Howland
Islands (UTC-12) and the Line Islands of Kiribati (UTC+14). That means that 11:00 PM
on a Monday in Baker Island is 1:00 AM on a Wednesday in Line Islands. Travelling
from Baker Island to Line Island means you lose a whole day and 2 hours. Fascinating!
3.7 Managing a Client's Inbox
3.7.1 Managing a Client's Inbox
3.7.2 Practicing Your Inbox Management Skills
3.7.3 Managing a Client's Inbox
3.7.1 Managing a Client's Inbox

A common task for VA is managing a client’s mailbox. Some will ask their VA to only
manage the inbox while others will need the VA to manage the inbox, sent items and
archiving. The video below, which shares the basic how-tos of handling a client’s
mailbox in Gmail, will help you get on your ‘A’ game with this task.
Take note of the key actions and considerations that are mentioned in the video. Yes,
there is a quiz coming up in a few pages, and you’ll get to practice too!
https://youtu.be/kk8CpHSfd5c

Questions to Ask Yourself

It is important to understand your client’s expectations and how you can support them.
This means you will need to ask yourself and your client a set of questions to get
started.

1. What does your client’s inbox look like?

2. Do they subscribe to newsletters and sales?
3. Do they treat their work inbox like their personal inbox?
4. Do they read all of their emails or are there numerous unread messages?
5. Do they save all of their emails or do they archive old messages?
6. Do they already have a filing system in place?

Now let’s look at the questions to ask your client.

Questions to Ask Your Client

Here are the considerations to make.

1. What’s your typical email workflow?

2. What time do you start and stop checking your inbox?
3. How often do you check your inbox?
4. Do you also read and send messages on your phone?
5. What’s working well for you?
6. What’s not working well?
7. What are your struggles?
8. What problems do you hope I can solve for you?
9. What does your perfect inbox look like?
10. Do you want me to respond to emails on your behalf?
11. Are you comfortable with me creating a system of files and filters for you?
 12. How do you feel about deleting all emails older than 6 months, one year, or
two years?

All these questions to ask yourself and your client, are listed in this Inbox management
questionnaire. Open the questionnaire and it should prompt you to make your own
personal copy in your Google Drive. We strongly recommend that you save this
questionnaire in the same folder you saved all your VA Program resources and tools
(the same folder with your Skills Map and Prioritization Matrix).
https://docs.google.com/document/d/1pcQLpZBqW950d9sq1vOc3awlGJggomYQxA0G
_r4A4Ds/copy
https://docs.google.com/document/d/1_JyGOvpMieRCpE9-
xssgtrVZwRIg9QRAYXwvep2K_Z4/edit?tab=t.0

Inbox Management Checklist

In summary, here is a quick checklist of the things you need to do to get started:

1. Understand your client by gathering information. Then, with their consent:

2. Delete junk mail, unsubscribe from unread newsletters, etc.
3. Archive old or irrelevant emails.
4. Check (and empty) the SPAM folder.
5. Create folders and/or move emails into appropriate folders.
6. For emails that require attention and must remain in the main inbox, create
or use Labels.
7. Decide with your client what each star colour will represent e.g. red star
means ‘urgent’, blue star means ‘FYI’, green means ‘done’ and yellow star
means ‘needs a response.“
8. Add stars to emails and mark important using the "important” arrow.

And there you have it. You are well on your way to effective inbox management.
3.7.2 Practicing Your Inbox Management
Skills

Reflect:

Is your personal Inbox in order? Which emails do you need to delete, archive, save in folders or
label? To keep practicing and to increase familiarity with mailbox management we recommend that
you organize your personal Gmail using the above tips. Continual practice will make this skill
become second nature to you.
If you know how to manage emails in Gmail, it will be easier for you to adapt your skill and manage
emails on other platforms such as MS Outlook.
Okay, let’s get practicing!

Activity: Manage Your Inbox (Part of Milestone 2 Submission)

Here is an opportunity to check if you have learnt the basics about managing a client’s mailbox.
This question will help you to practise sorting and organizing an inbox.

1. Open your Gmail inbox.

2. Look at the last 10 emails that you received.

3. Delete any unnecessary emails, e.g., marketing campaigns or adverts, you don’t need.

4. Are there any that are important and need to be kept?

5. Select each important email and create a label for it. Examples of labels you can make
are Invoices, ALX VA courses, Job Applications, etc. Remember, labels are not Folders.
If you label an email, you should still be able to see it in your inbox. In the example
below, we labelled ours the ALX VA
 Course.

6. Star the important emails and tag them as Important. We starred ours purple and the
yellow arrow shows that it has been marked as
important.

7. Change the label colours for the labels you created so you can differentiate them. We
changed ours to deep
orange.

8. Mark emails you still need to reply to as

unread.
 9. Now, take a screenshot showing your 10 organized emails. You can take the entire
screen or part of it but we must see your 10 organized emails. You will submit the
screenshot as part of your Milestone.

10. Save your screenshot in your Google Drive.

If you struggle with steps 1 through 8, please refer to the Gmail and Inbox Management Tutorials
and review them again.
Look at you getting organized and honing the essential VA skills. You are doing a great job. Keep it up!
3.8 Week #3 Milestone: VA Tech
Tools Calendar and Inbox
3.8.1 Gmail for VAs
3.8.2 Google Calendar for VAs
3.8.3 Managing a Client's Calendar
3.8.4 Calendar Events and Tools
3.8.5 Apply Your Calendar Management Skills
3.8.6 Managing a Client's Inbox
3.8.7 Practicing Your Inbox Management Skills
3.8.8 Week #3 Milestone: Managing Calendar and Inbox
3.8.9 Week #3 - Recap Quiz
3.8.1Gmail for VAs

We want to make sure all of our grads have basic proficiency using Gmail and its
features. This is one of the most important things you need to know as a VA. Most of
the user skills you acquire with Gmail are transferable to other emailing apps. This
means, if you know how to use Gmail, you will easily adapt to other email applications
such as Microsoft Outlook.
Gmail Checklist
Some of you have been using Gmail for years and are old pros, while others have never
used it. To assess where you are, you will now go through the Gmail tab to check your
Gmail knowledge. By the end of this week, you must know how to do every skill listed
as “Essential” on the Gmail tab.
Here is what you need to do:

1. Open the personal copy of the checklist you created a few lessons back.
2. Open the Gmail tab.
3. For each skill listed, indicate YES or NO in column B, depending on whether
you feel confident in this skill.
o If you have 15 or more YES responses, well done! You can skip the
next 2 Optional Gmail lessons and click on the link in column E of the
Gmail tab. It has resources you can use to learn each skill you are still
missing.
o If you scored 15 or more YES responses BUT you don’t know how
to create an email signature, please go to the email signature
lesson on the next page and study it.
o If you have 5 or more NO responses (less than 15 “yes” responses)
you must go through the Gmail Basics lesson below (even though
they are labeled as optional) and the Creating Email Signatures
lesson on the next page.
4. Go through every item until you can confidently select YES for each skill
listed as “Essential.”

Gmail Basics (Optional)

If you have 5 or more NO responses (less than 15 “yes” responses) on your Gmail
Checklist you must go through this lesson.
Watch this tutorial and follow along to learn how to navigate the Gmail platform. It is
very hard to learn just by reading or watching something. You will see the information,
but it will quickly be forgotten if you don’t DO IT. So don’t just read the “how to.” Open
up Gmail and follow along!
https://youtu.be/CtRgwJaW2N4
What skill do you need to apply this week, and also an essential trait of a good VA?
An essential part of being A VA is the ability to learn on the job. This is an excellent
opportunity to practice teaching yourself what you need to know. You can even partner
with a peer so you actively learn together.
You know your squad mates are ready to support you, and you’re ready to support
them, too! So if you get stuck, ask for help.
3.8.2 Google Calendar for VAs

Next up is Google Calendar! One of the most common VA tasks is calendar

management, and Google Calendar is the most common Calendar tool. Again, you may
be asked to use other calendars like Microsoft Outlook, but knowing Google Calendar
will make it easy to pick up calendar programs.
Calendar Checklist
We want you to be confident you have the essentials down. By the end of this
week, you must know how to apply every skill listed on the G-Calendar tab.
Here is what you need to do!

1. Go back to your personal copy of the Google Workspace Skills Checklist.

2. Click on the tab labelled “G-Calendar.” For each skill listed in column B,
indicate “yes” or “no” depending on whether you feel confident in this skill.
This one is pretty short!
o If you have 3 or more NO responses, go directly to watch the Quick
Tutorial below.
o If there are only 1 or 2 “NO” responses you may click on each skill’s
learning resource link in column E of the G-Calendar tab.
3. Go through every item until you can confidently select YES for ALL the skills!

Calendar Quick Tutorial (Optional)

If you have 3 or more NO responses in your checklist, watch this video to amplify your
prowess when using Google Calendar. Open your Google Calendar and follow along so
you learn the platform quickly.
https://youtu.be/6dyCOXNLp8U

Again, we can’t stress enough that learning something well just by reading about it or
watching someone else do it is very hard. Information learned this way will quickly be
forgotten. You must DO it to LEARN it. So open Google Calendar and follow along!

You know your squad mates are ready to support you, and you’re ready to support
them, too! So ask if you need help. You’ve Got This!
3.8.3 Managing a Client's Calendar

Calendar Management
A significant task VAs perform for their clients is calendar management. If you are
supporting your client with their calendar, your biggest role as a VA is to:
Manage and protect your client’s time. This is your number one priority. Keep their
schedule efficient and free from unnecessary disruptions.
Organize and create order in your client’s calendar. Ensure there are no double
bookings or overlapping meetings. A well-organized calendar is vital to a productive
day.
Ensure priority tasks have adequate time in your client’s calendar. Stay updated
on what is most important to your client, as this can change frequently. Dedicate a set
time each week or every other day to spend 10 minutes reviewing the calendar. This will
help you catch any shifts in priorities and adjust the schedule accordingly.
Ensure your client knows exactly where they need to be and when.
Clear and accurate scheduling is crucial for your client to stay on track. So where do
you start with all this? Well, remember the lesson last week on knowing your client?
That’s exactly where you begin. You’ll need to do a few things to get a better
understanding of your client’s preferences.
You’ll need to communicate, be proactive and ask key questions. We covered
communication and taking action last week, so let’s focus on asking key questions.
Questions to Ask Yourself
Below is a list of key questions to ask yourself and actions to take to learn about your
manager/client. The better you know, the better you can support them as a VA.
To get a preliminary sense of your client’s calendar, consider the following:

1. What does your client’s calendar currently look like?

2. Is there a pattern you are seeing, e.g. blocks of time that are left empty or
recurring meetings?
3. Are there names that show up more often than others in your client’s
calendar? These might be priorities.
4. Does your client use the same calendar for personal things, e.g. dinner,
tennis games, etc?
5. How do they currently differentiate online meetings from those that are in
person?
6. How do they label meetings e.g. Call: Prudence & Fred or Call: Fred (ALX)
and Prudence (Equity Bank)
 7. What can you do with the permissions you have been given? Can you send
and accept meetings using their calendar, or can you only add meetings?

Questions to Ask Your Manager/Client

With the preliminary understanding from your questions and considerations above, set
up an initial meeting with your client or employer to understand their needs and ask
these questions:

1. What do you need me to help you with the calendar? E.g. Setting up
meetings, moving meetings and/or accepting meetings.
2. How many calendars do you use and do they auto-sync? For example, do
you use Google Calendar on the computer and iCalendar on the phone?
3. What does your typical day look like?
4. Which times work for you to have meetings?
5. What is the earliest and latest you can take meetings?
6. Which hours do you spend focusing (no meetings), having meetings, or
attending to personal things?
7. Do you need gaps or breaks in between meetings? If so, how long? E.g. 5
minutes, 10 minutes, etc
8. For online meetings, do you prefer Google Meet, Skype, Zoom, Teams, or
Facetime?
9. Is Google Meet, Skype, Zoom, Teams, or Facetime already auto-connected
to your calendar, if not may I connect them?
10. Which online meetings are recorded?
11. For direct calls, do you prefer to call people, or should they call you?
12. Do you have any specific time zones you frequently work with?
13. Do you prefer using your cellphone or office line?
14. Which meetings/ stakeholders are a priority to you?
15. Do you have any recurring meetings and appointments?
16. What information do you need from me before each meeting, and how well in
advance do you need it? How detailed do you need it to be?
17. For in-person meetings, do you want travel time added to your calendar so
you know when to start going to the meeting?
18. Do you want me to send out meeting invites using your calendar or do you
prefer I use my calendar to set up meetings?
19. What are your preferred tools or apps for scheduling, for example Calendly,
Motion or Google Scheduler?
20. How do you prefer to receive updates or changes to your schedule?
21. How flexible are you with last-minute changes or cancellations?
22. Are there any specific days or times reserved for personal commitments?
23. Will you or someone else add meetings to the calendar or will I be the only
one adding meetings?

All the above questions are considerations you have to make. can be found in
the Calendar Management Questionnaire. Open the questionnaire and it should prompt
you to make your own personal copy in your Google Drive. We strongly recommend
that you save this questionnaire in the same folder you are saving all your VA Program
resources and tools (the same folder with your Skills Map and Prioritization Matrix).

Calendar Management Tutorial

Now that we understand the key questions and preferences let’s watch the following
walkthrough on calendar management.

https://youtu.be/5Et7W1o7oWA

Reflect:
The video suggested “scheduling” your client’s regular life activities, such as dinners, on
the calendar to avoid conflicting with business meetings. What life activities did the
presenter recommend to plot out? Can you think of additional standard life
activities you would add to this list and plot out in your managers/ clients calendar?
What scheduler apps did the presenter mention?
3.8.4 Calendar Events and Tools

How to Label Calendar Events

Clearly labeling calendar events/appointments that you create for your client will pre-
empt any questions and save you and your client a ton of time. It’s important to have an
organized and consistent way of labeling meetings. Watch the video, make note of the
points raised and let’s discuss.
https://youtu.be/dqLli5-g9y4

What information must your meeting label have? Why? Try to answer the question
before looking at the answers.
Your invite must show:

 The meeting type - e.g. in-person coffee, Skype Call, Team Conference.
 Attendees’ Details - names of attendees and the companies they represent.
 Meeting Location - address or online meeting link.
 Correct Meeting Time - Always make sure the meeting time is correct in the
applicable timezone.

All of the above information is important for your client to know precisely what they will
be doing, when, with whom, and how. This is sharing complete and clear information
about a meeting. It also minimizes confusion, questions or the need for clarification.

Scheduling Apps
Let’s explore exciting scheduling apps and learn how to integrate them with Google
Calendar. This will help you choose the best tool for managing your - and your client’s -
time efficiently.
Click the link to each app and explore. Once again, you learn by doing not by just
reading or watching. So open each link and try out the app. We promise you won’t
break anything that cannot be fixed… so EXPLORE!

 Motion is an AI-powered scheduling tool that automates and optimizes your

calendar. It can schedule meetings, manage tasks, and optimize your
daily schedule. Motion integrates seamlessly with Google Calendar,
allowing you to synchronize your schedule and avoid double bookings.
  Calendly (our favorite) simplifies meeting scheduling by providing a link
where others can book time with you. It eliminates the back and forth of
scheduling - you set your availability, and Calendly handles the rest.
 Doodle is a simple scheduling tool that helps you find the best time for group
events like board meetings, webinars, or stakeholder meetings. You create
a poll with possible dates and times, and participants vote on what works
best for them.
 Savvytime is another time zone converter and meeting scheduler.
It’s perfect for scheduling meetings across different time zones,
ensuring everyone is on the same page.

All these apps integrate well with Google Calendar to ensure what you do on the app
instantly reflects on your calendar, so your availability is always up to date.

Google Calendar Appointment Scheduler

The last scheduling app we will explore is the Google Calendar built-in scheduler that
helps you allocate time so others can book meetings with you. This is very useful if
you support a manager or client who needs to meet with their team. It makes it easier
for team members to just pick a time that works without the back and forth of booking
meetings. This scheduler does what Calendly does, and using it is a matter of your
client’s/ manager’s preference.
Watch the next video and follow along to learn how to use the Google Calendar
scheduler function. This function is a game changer - it will make you more efficient
when booking meetings. The video is detailed and 18 minutes. Feel free to change the
video playback speed to x1.5 or x2 so can watch the entire video.
https://youtu.be/AtEbe-TMNls

In conclusion, when sending a meeting invite, ensure you include the meeting type,
attendees’ details, meeting location, and the correct meeting time in the applicable
timezone. This comprehensive information helps your client know precisely what is
taking place, when , with whom , and how. Explore the scheduling apps provided,
integrate them with Google Calendar, and choose the best tool to manage time
efficiently for you and your client.
3.8.5 Apply Your Calendar Management Skills

Reflect:

As a VA, you will need to organize your personal calendar so you are at the right place and time to
support your clients. Take a look at your calendar.
Are your meeting labels clear, leaving no room for unanswered questions?
What scheduling tools can you integrate with or add to your Google Calendar to build efficiency and
save time?
How can you be more organized with your Calendar to manage your time and know where you need
to be, what you should be doing, who you are meeting with, and why?

Activity: Manage Your Calendar (Part of Milestone 2 Submission)

For this activity, you will practice your calendar and time management skills using your Google
Calendar. You could get away with doing the bare minimum here, but you will not learn much or
grasp the necessary skills. We strongly encourage you to do the work, take control of your time
allocation, and spend it on things that matter to you.

1. Open your Google Calendar to an external site or your preferred time management
app.
2. Schedule the non-negotiable activities you need to do this week and next week. For
example, you can block out your Monday to Friday work hours, school runs, or dinner
time with family. You can use your prioritization matrix to determine what is non-
negotiable and when it needs to be tackled.
3. Add an hour or two to do that one thing that gives you joy. It could be anything
personal; a show on Netflix, watching the sunset, or catching up with a friend. Yes, add
the fun stuff first. They, too, are important and give you the motivation to do the more
difficult bits.
4. Next, add the times you plan to spend on your ALX work. This includes reviewing
content, completing activities, Recap Quizzes, and Milestones.
5. Make sure key online community events are added to your Calendar. (In week 1 you
received an invitation to add the VA Program events calendar to your Calendar. Make
sure you have accepted it so the events show in your Calendar.)
6. Add all your appointments that require travelling from point A to point B. Remember
to include transit times.
7. Add a few contingency hours in case of an emergency. Life happens, and when it
does, we want to be sure you have a few set aside to catch up on anything thrown off
track.
8. Hopefully, after all this scheduling, you still have gaps in your schedule to do
nothing! You can leave the gaps open or add more activities you feel inclined to. Don’t
fill up every spot on your Calendar, so you have some downtime and breathing room.
9. Change your calendar view to “Week” so you can see your 7-day schedule at a time.
See the example below.
10. Take a clear screenshot of your populated Calendar. The screenshot must show:
 o 7 days (one week) of your Calendar.
o At least 5 hours of your daily schedule for each of the 7 days.
o The days shown can be in the past, for the week you just had, or for upcoming
days.

11. Save your screenshot in your Google Drive.

12. Next – as a fun step – we encourage you to go a step further and use the Google
Calendar scheduler function or Calendly to set up a few slots you are available for
meetings. Generate a booking link to share with peers, colleagues, family, and
friends. This step is NOT required and is not part of your Milestone, but it is a good
practice exercise and confidence booster. Determining your availability is a strong
organizational and leadership quality.

Are you done? If so, well done! You will share the screenshot of your populated Calendar as part
of your Milestone for this week.
The important part now is for you to follow your schedule, just like an upcoming young leader is
known to do :).

Which places have the longest time difference in the world?

The greatest year-round time difference is 26 hours between Baker and Howland Islands (UTC-12)
and the Line Islands of Kiribati (UTC+14). That means that 11:00 PM on a Monday in Baker Island is
1:00 AM on a Wednesday in Line Islands. Travelling from Baker Island to Line Island means you
lose a whole day and 2 hours. Fascinating!
3.8.6 Managing a Client's Inbox

A common task for VA is managing a client’s mailbox. Some will ask their VA to only manage the
inbox while others will need the VA to manage the inbox, sent items and archiving. The video below,
which shares the basic how-tos of handling a client’s mailbox in Gmail, will help you get on your ‘A’
game with this task.
Take note of the key actions and considerations that are mentioned in the video. Yes, there is a quiz
coming up in a few pages, and you’ll get to practice too!
https://youtu.be/kk8CpHSfd5c

Questions to Ask Yourself

It is important to understand your client’s expectations and how you can support them. This means
you will need to ask yourself and your client a set of questions to get started.

1. What does your client’s inbox look like?

2. Do they subscribe to newsletters and sales?
3. Do they treat their work inbox like their personal inbox?
4. Do they read all of their emails or are there numerous unread messages?
5. Do they save all of their emails or do they archive old messages?
6. Do they already have a filing system in place?

Now let’s look at the questions to ask your client.

Questions to Ask Your Client

Here are the considerations to make.

1. What’s your typical email workflow?

2. What time do you start and stop checking your inbox?
3. How often do you check your inbox?
4. Do you also read and send messages on your phone?
5. What’s working well for you?
6. What’s not working well?
7. What are your struggles?
8. What problems do you hope I can solve for you?
9. What does your perfect inbox look like?
10. Do you want me to respond to emails on your behalf?
11. Are you comfortable with me creating a system of files and filters for you?
12. How do you feel about deleting all emails older than 6 months, one year, or two years?

All these questions to ask yourself and your client, are listed in this Inbox management
questionnaire. Open the questionnaire and it should prompt you to make your own personal copy in
your Google Drive. We strongly recommend that you save this questionnaire in the same folder you
saved all your VA Program resources and tools (the same folder with your Skills Map and
Prioritization Matrix).
Inbox Management Checklist
In summary, here is a quick checklist of the things you need to do to get started:

1. Understand your client by gathering information. Then, with their consent:

2. Delete junk mail, unsubscribe from unread newsletters, etc.
3. Archive old or irrelevant emails.
4. Check (and empty) the SPAM folder.
5. Create folders and/or move emails into appropriate folders.
6. For emails that require attention and must remain in the main inbox, create or use
Labels.
7. Decide with your client what each star colour will represent e.g. red star means ‘urgent’,
blue star means ‘FYI’, green means ‘done’ and yellow star means ‘needs a response.“
8. Add stars to emails and mark important using the "important” arrow.

And there you have it. You are well on your way to effective inbox management.
3.8.7 Practicing Your Inbox Management
Skills

Reflect:

Is your personal Inbox in order? Which emails do you need to delete, archive, save in folders or
label? To keep practicing and to increase familiarity with mailbox management we recommend that
you organize your personal Gmail using the above tips. Continual practice will make this skill
become second nature to you.
If you know how to manage emails in Gmail, it will be easier for you to adapt your skill and manage
emails on other platforms such as MS Outlook.
Okay, let’s get practicing!

Activity: Manage Your Inbox (Part of Milestone 2 Submission)

Here is an opportunity to check if you have learnt the basics about managing a client’s mailbox.
This question will help you to practise sorting and organizing an inbox.

1. Open your Gmail inbox.

2. Look at the last 10 emails that you received.

3. Delete any unnecessary emails, e.g., marketing campaigns or adverts, you don’t need.

4. Are there any that are important and need to be kept?

5. Select each important email and create a label for it. Examples of labels you can make
are Invoices, ALX VA courses, Job Applications, etc. Remember, labels are not Folders.
If you label an email, you should still be able to see it in your inbox. In the example
below, we labelled ours the ALX VA
 Course.

6. Star the important emails and tag them as Important. We starred ours purple and the
yellow arrow shows that it has been marked as
important.

7. Change the label colours for the labels you created so you can differentiate them. We
changed ours to deep
orange.

8. Mark emails you still need to reply to as

unread.
 9. Now, take a screenshot showing your 10 organized emails. You can take the entire
screen or part of it but we must see your 10 organized emails. You will submit the
screenshot as part of your Milestone.

10. Save your screenshot in your Google Drive.

If you struggle with steps 1 through 8, please refer to the Gmail and Inbox Management Tutorials
and review them again.
Look at you getting organized and honing the essential VA skills. You are doing a great job. Keep it
3.8.8 Week #3 Milestone: Managing Calendar
and Inbox

 Novice
 Weight: 5
 Project over - took place from Oct 7, 2024 3:00 AM to Oct 15, 2024 3:00 AM
 An auto review will be launched at the deadline

In a nutshell…

 Auto QA review: 2.0/2 mandatory

 Altogether: 100.0%
o Mandatory: 100.0%
o Optional: no optional tasks

Owning Your Calendar and Inbox

We’d love to see your progress this week by implementing the Calendar and Inbox Management
lessons. Remember, charity begins at home, and the best place to start getting organized is with
your personal Calendar and Gmail inbox.
By regularly cleaning, sorting, tagging, and archiving your inbox, planning your commitments, color-
coding, and populating your Calendar, you’ll build habits that empower you to confidently manage
these tasks. This way, when you’re faced with these tasks for your manager or a client, you’ll be
ready to deliver effectively and efficiently.
Here is what you need to do to complete this week’s milestone.
STEP 1: MANAGE YOUR CALENDAR
You should have already completed steps 1 - 10 as part of your Apply Your Calendar Management
Skills Activity. Here are the instructions again:
For this activity, you will practice your calendar and time management skills using your Google
Calendar. You could get away with doing the bare minimum here, but you will not learn much or
grasp the necessary skills. We strongly encourage you to do the work, take control of your time
allocation and spend it on things that matter to you.

1. Open your Google Calendar or your preferred time management app.

2. Schedule the non-negotiable activities you need to do this week and next week. For
example, you can block out your Monday to Friday work hours, school runs, or dinner time with
family. You can use your prioritization matrix to determine what is non-negotiable and when it
needs to be tackled.
3. Add an hour or two to do that one thing that gives you joy. It could be anything personal; a
show on Netflix, watching the sunset, or catching up with a friend. Yes, add the fun stuff first.
They, too, are important and give you the motivation to do the more difficult bits.
4. Next, add the times you plan to spend on your ALX work. This includes reviewing content,
completing activities, Recap Quizzes, and Milestones.
 5. Make sure key online community events are added to your Calendar. (In week 1 you received
an invitation to add the VA Program events calendar to your Calendar. Ensure you accept it so
the events appear in your Calendar.)
6. Add all your appointments that require traveling from point A to point B. Remember to
include transit times.
7. Add a few contingency hours in case of an emergency. Life happens, and when it does, we
want to be sure you have a few set aside to catch up on anything thrown off track.
8. Hopefully, after all this scheduling, you still have gaps in your schedule to do nothing! You can
leave the gaps open or add more activities you want. Don’t fill up every spot on your Calendar
so you have some downtime and breathing room.
9. Change your Calendar view to “Week” so you can see your 7-day schedule at a time.
10. Take a clear screenshot of your populated Calendar. The screenshot must show:
o 7 days (one week) of your calendar.
o At least 5 hours of your daily schedule for each of the 7 days.
o The days shown can be from the past, from the week you just had, or from upcoming
days.
11. Save your screenshot on your computer.
12. Follow the SUBMIT instructions below.

STEP 2: ORGANIZE YOUR INBOX

You should have already completed steps 1 - 9 as part of your Practicing Your New Inbox
Management Skills Activity. Here are the instructions again:

1. Open your Gmail inbox.

2. Look at the last 10 emails that you last received.
3. Delete any unnecessary emails, e.g., marketing campaigns or adverts, you don’t need.
4. Looking at your inbox, are there any emails that are important and need to be kept?
5. Select each important email and create a Label for it. Examples of Labels you can make
are Invoices, ALX VA courses, Job Applications, etc. Remember, Labels are not Folders. If you
label an email, you should still be able to see it in your inbox.
6. Star the important emails and tag them as Important.
7. Change the label colors for the labels you created so you can differentiate them.
8. Mark emails you still need to reply to as Unread.
9. Now take a screenshot showing your 10 organized emails. You can take the entire screen or
part of it but we must see your 10 organized emails.
10. Save your screenshot on your computer.
11. Follow the SUBMIT instructions below.

STEP 3: SUBMIT
You must submit your Calendar Screenshot and your Inbox Screenshot in the tasks below. Here is
what you need to do:

1. Make sure both your Calendar and Inbox screenshots are saved on your computer.
2. Find your Calendar Screenshot file
3. Click Choose files in the “Submit your Calendar Screenshot Task”
4. Select on your computer the Calendar screenshot.
5. And click on Submit.
6. Do the same for your Inbox Screenshot: in the “Submit your Inbox Screenshot Task”.
7. Make sure you submit both files in the right task.

And that’s it! You have successfully submitted your Calendar Screenshot and Inbox Screenshot.
3.8.9 Week #3 - Recap Quiz

Overview
Question Result

1. correct

Jacinta, your client, is in a GMT+2 time zone. She needs a meeting with Uzo, who is in
PST time, which is also GMT-7. You are based in Nairobi which is GMT+3 and your
Google Calendar is in your local timezone. Jacinta wants the meeting to take place at
5pm GMT+2 on 1 August. All attendees have confirmed the meeting and now you need
to send the meeting invite. How do you go about creating a Google Calendar event with
the correct meeting time?

2. correct
You want to make sure Matthieu gets the email you are sending to Felix, but you don’t
want Felix to know that Matthieu is receiving a copy of the email. What do you do?

3. correct
You completed the teams Eisenhower Matrix in Google Sheets. Your manager,
Shamiso, has asked you to grant her and the team access to the file. What do you do in
Google Drive?

4. correct
When scheduling a meeting, what information is NOT required to set up the calendar
invite?

5. correct
Your manager, Thato, is pleased with the notes you took in a Google Doc. However, he
has added a few comments you need to address to the document. After you make the
requested changes, how do you inform Thato in Google Docs that you have addressed
his comments?

6. correct
Your client, Fatima, is organizing an End of Year party for funders and has a Google
Sheet that contains a list of 100 attendees. Each person is listed in a row from rows 1-
100. In column B, it indicates whether the person in that row is a “VIP” or “Non-VIP”.
 Question Result

Fatima wants to know how many total “VIP"s are on the sheet to prepare special
arrangements for them. What formula would you put in the cell where you want this
information?

7. correct
You are assisting your client with scheduling a meeting that involves participants from
different time zones. Which scheduling app or tool would be the most appropriate for
scheduling and managing meetings across different time zones?

8. correct
Your client, Abebe, needs you to organize his emails effectively. Abebe prefers using
Folders for old “actioned” emails and Labels to organize emails in the inbox that still
need his attention.
Abebe has completed the actions required for emails about a Water project with
Tsegaye, and Abede wants those emails moved out of the inbox. At the same time, the
Sand project and the Air project are still ongoing. Abebe wants all ongoing project
emails from Tsegaye to be easily accessible and visible in his inbox.
Which approach should you take to organize Abebe’s emails according to his
preferences?

9. correct
During the meeting your manager, Thato, was referring to Customer Relationship
Management by using the acronym CROM. This acronym was mentioned a lot during
the meeting and you’ve typed it at least 100 times in the meeting notes. After the
meeting, you realized that the correct acronym is actually CRM and not CROM. The
meeting notes are needed in 30 minutes and you need to quickly change every instance
of “CROM” to “CRM” in the Google Doc. After taking a deep breath and reminding
yourself not to panic, what do you do?

10. correct
Your manager, Angelique Kidjo, has a Google Sheet where she keeps track of her
weekly expenses. She has listed the expenses in Column A, rows 1-7. Angelique wants
to know the total amount spent for the week. What formula would you put in the cell
where you want to see the total?
Week 4
4.1 Practicing VA Tech Skills &
Hard Skills
4.1.1 Welcome to Week 4!
4.1.2 Looking Ahead: Week 4 Milestone and Recap Quiz 4
4.1.3 Practicing VA Tech Skills & Hard Skills
4.1.1 Welcome to Week 4!

The Beginning of the Halfway Mark!

Karibu to Week 4! Please watch this video to understand your week. Week 4 is packed with content,
so watch, plan, and pace yourself accordingly.
https://youtu.be/Vvg_4Tq4sn8
Video Transcript
Hi! It’s Prudence again. Can you believe it’s already Week 4. You are making great progress. When
you complete this week you will officially be at the halfway point of your learning journey.
Last week you had a crash course in Google Workspace and this week you’ll have an opportunity to
put those skills to further use.
Week 4 shifts gears and will test your Grit and Growth Mindset. It is not a hard week but it will
require you to be a multi-dimensional thinker, applying several skills at once.
You will learn some of the most common tasks that VAs do, namely how to:

 Create Presentations using Google Slides or tools like Beautiful Ai, Simplified and
Canva.
 Create unique images for your presentations using AI tools like Adobe Firefly and
Microsoft Designer.
 Research and secure the various components of travel, including entry requirements,
flights and accommodation.
 Consolidate travel information into an itinerary using Google Workspace apps or tools
like TripIt and Wanderlog.
 Manage projects - big or small - using work plans in Google Sheets or tools like Asana,
Monday and Trello

You’ll get to watch interviews with experienced VAs, who share their tips for success when
performing these common tasks.
For most of these tasks, you’ll have a mini project that allows you to jump in and practice. Each
mini-project forms part of your Milestone submission this week. So, as usual, it’s imperative to plan
your time so you don’t wind up trying to cram in everything at the end of the week.
Research shows that you benefit most from practice when you space it out and do it consistently and
often, rather than doing one big session of work once in a while. Manage your time. If you start
early, you will ace this week but if you start late, chances are it will feel overwhelming. This is
when you prove to yourself that you can do hard things. Plan ahead so you set yourself up for
success.
Have a great week 4.

Managing Your Time This Week

Start learning the content early and make sure you set aside at least 30 hours this week.
In addition to the content, you will have 2 mini-projects to complete this week.
These mini-projects will form part of your Week 4 Milestone. Each one will take a few hours to
complete. If you haven’t planned how to allocate your time this week, now is the time.

Reflect:

As we approach the halfway mark of the course, it’s a really good moment to pause and check in on
yourself. How have you been doing in the program?
What has been going well? Can you list 3 things that you have been doing really well as you are
going through this course?
What is not going so well? Can you list 1-3 things that you would like to change about how you are
approaching this course going forward? What can you do differently? Can you ask for help from your
squad?

4.1.2 Looking Ahead: Week 4 Milestone and

Recap Quiz 4
This week, you will learn how to apply critical VA hard skills in 2 mini-projects.
Week 4 Milestone
Week 4 Milestone is due at the end of the week. You will find complete, detailed instructions on the
Milestone submissions page. Week 4 Milestone will consist of two submissions. A working URL (link)
to your:

 Mini-Project #1: Travel Pack

 Mini-Project #2: Project Plan

Complete each mini-project right after you have completed the related section of content.
This way, it is not all too much to do at the end of the Week.
Recap Quiz 4
Recap Quiz 4 will test your knowledge of all the topics this week. You should have studied each
topic, and completed all activities before attempting to take the Recap Quiz. Recap Quiz 4 is also
due at the end of this week. You must score 70% or higher on the test to pass.
If you take the quiz and score under 70%, you may retake the quiz until you get a passing score.

The character trait and value that we encourage you to unleash this week is COURAGE.
Courage will carry you and enable you to DO HARD THINGS and claim your spot as a leading VA.
 4.2 Preparing Presentations
4.2.1 Creating Presentations for VAs
4.2.2 Powerful Presentations Tools
4.2.3 Preparing Presentations

4.2.1 Creating Presentations for VAs

A Presentation on Presentations
Let’s talk about presentations and how to create ones that are impactful and engaging.
Below is the imagery of our presentation on presentations. Have a look at it, make note
of the key points, and then let’s have some creative fun making our own slides.
This full presentation can be found here on Google Slides. Make sure you save a
personal copy to your Google Drive.
4.2.2 Powerful Presentations Tools

The way slides are created has changed. In additions to Google Slide and its powerful templates,
there is a plethora of resources that you can use to create your compelling presentation. Slide
creation can be quicker and easier when you combine VA expertise with a great tool that helps spell
out what you envision in a presentation.
Beautiful Ai, Simplified and Canva, stand out for us.
https://www.beautiful.ai/
https://simplified.com/ai-presentation-maker
Slide Images
And when it comes to finding the right images for your slides, great places to get free stock images
are: Pexels, Unsplash, Pixabay and Flaticon.
https://www.pexels.com/
https://unsplash.com/
https://pixabay.com/
https://www.flaticon.com/
And if you cannot find what you are looking for, you can always create your own image, thanks to
AI. Great places to create images are: Adobe Firefly and Microsoft Designer.
https://firefly.adobe.com/inspire/images
https://designer.microsoft.com/image-creator
We asked Adobe Firefly to create an image showing two young leaders giving a travel presentation
and this is what it created.
Pretty accurate, right?

Activity: Creating Images with AI

Now, its your turn to create an image of your favorite destination city.

1. Think of your favorite destination city. It could be a place you’ve visited or dream of
visiting.
2. Create an image that represents your chosen city using either Adobe
FireFly or Microsoft Designer.
3. Using either Adobe FireFly or Microsoft Designer, in the prompt box, describe your
favorite destination city in as much detail as possible. For example: “Create an image of
Paris with the Eiffel Tower at sunset, with people walking by, street cafes, and vibrant
flowers.” or “Generate an image of Tokyo at night, with neon lights, bustling streets, and
cherry blossoms in the background.”
4. Compare with Reality. Once your image is created, search for real photos of your
chosen city on Google. Compare the AI-generated image with the real images to see
how well the AI captured the essence of the city.

Besides your favorite destination city, try creating images with the following prompts:

 “A woman traveling on a plane, looking out the window at the clouds.”

 “A man with suitcases, walking through an airport terminal.”
 “A taxi picking up passengers at the airport entrance.”
 “A busy street market in Marrakech with colorful stalls and people shopping.”
 “A serene beach at sunrise with palm trees and gentle waves.”
 “A snowy mountain village with cozy cabins and skiers on the slopes.”

Save 1 or two of your favorite images that you create, you will add them to your slides in the next
module.

More Inspiration (Optional)

The above resources are more than enough but if you need a bit more inspiration on what great
slides should look like, other places to get designs and inspiration are: Slides
Carnival, SlidesGo, Dribbble and 22 Tools for Creating and Delivering Amazing Presentations.

https://www.slidescarnival.com/
https://slidesgo.com/
https://dribbble.com/
https://blog.hubspot.com/marketing/presentation-tools
 4.3 Planning, Researching &
Booking Travel
4.3.1 Planning Travel
4.3.2 Preliminary Information
4.3.3 Before Booking Travel
4.3.4 Country Specific Entry and Exit Requirements
4.3.5 Where to Start Researching and Planning
4.3.6 Booking Accommodation
4.3.7 Travel Itinerary and Checklist
4.3.8 Mini-Project 1: Travel Pack - Steps 1 - 3
4.3.9 Mini-Project 1: Travel Pack - Steps 4 - 8
4.3.10 Mini-Project 1: Travel Pack - Steps 9 - 12
4.3.11 Planning, Researching & Booking Travel
4.3.1 Planning Travel

4 Key Areas of Travel

Ships, planes, buses, automobiles - and perhaps in the not-too-distant future, spaceships - are all
technological marvels that transport us from point A to point B and even C. And, like everything
worthwhile, using them necessitates forethought and planning.
The general rule of travel is that the earlier you plan and book, the more affordable it will be. 1-3
months in advance is a good time to start planning, buy tickets, book accommodation and get those
visa appointments and requirements out of the way.
Let’s break it down into 4 key areas of consideration.

1. Transport
Will they need airline tickets, rental cars, train, taxi/uber, hotel shuttle, or other ground transportation
options?
2. Accommodation
Where will they stay for each night of their trip? What are the requirements?
3. Itinerary
Is a summary of the key dates/times for transport, accommodation, events, and meetings required,
and how detailed must it be?
4. Entry/Exit Requirements
What are the current health protocols, transit allowances, immigration, passport, and visa
requirements?

What happened the last time you traveled?

Think about it, it could have been anywhere, within your city or beyond.
How much did it cost you and did you know what time your transport was leaving the station or
airport? Did you know where it would drop you off at your destination, and whether it was close
enough to the place you were headed? Did you need someone to pick you up? What would the
weather be like?
What time did you have to leave home so you didn’t miss the transport in the first place? Was a
health test required, and if so, how many hours in advance did you need to take the test? Where
would you take the test? Did the transport have Wi-Fi and charging ports so your cell phone and
laptop could stay connected?
All these questions you had to ask yourself when you traveled are the same questions you
might need to answer for your manager or client. Some clients ask the VA to plan their trips,
while others hire travel agents. In either case, having travel research and booking knowledge is
essential for you to do the task well or appropriately review what the agency sends your client. Let’s
break it down into bite-sized chunks that are systematic and easy to follow.
4.3.2 Preliminary Information

A Tested Approach
Just like we each prefer our tea or coffee a certain way, the same is true for travel. Some business
people work during travel and need a steady place to put their laptops. Others prefer to get quality
rest so that when they land, they hit the ground running. It is vital to understand what makes your
client/manager feel at ease while traveling.
Hope shares how she managed travel for Fred Swaniker. This is a longer video but it is jam-packed
with great information.
https://youtu.be/kRN0sCmqw8A

Bonus: We also have Hope’s Google Slides travel pack template to share with you! You may create
your own copy of it here. You will have the opportunity to customize it as part of your Milestone for
this week.
https://docs.google.com/presentation/d/17ne0NIjJiwuWwtZ5bxRKjXsRQiulCh6nHMLiOkDTGps/copy
https://docs.google.com/presentation/d/1aoMiSobZPri7goud-
YdYFA6w76BYbvoir7Z9MQe0ZWU/edit#slide=id.p

Preliminary Information to Have

Some of this information you will only need to ask for once, the first time you book travel. Once you
have the information, be sure to carefully save it in a safe place (e.g., in a folder on Google Drive) for
future use. This will be your go-to handbook every time you want to book travel. You don’t want to
keep asking your client the same questions every time they want to travel.
The client/manager information you should have before you start researching and booking
travel is:

 Passport details for each traveler - Copies of passport bio-data page(s).

 Copy of visa if already at hand - needed to book flights to certain destinations.
 Default departure airport.
 Preferred airlines, class, and seating row and side (Window, middle, or aisle seat. Right
side, left side, or middle of the plane).
 Frequent flyer details (Which airlines do they have frequent flyer miles on/status on, and
their frequent flyer number, and password if they are willing to share).
 General accommodation preferences (may vary by trip): Class of hotel, bed type, room
type, preferences for a high or low floor, required hotel amenities, and special requests.
 Health or dietary information that will affect their travel.
Now that you have the list of essential pre-planning information let’s do a quick recap. What are
some of the tips that Hope shared on how to approach travel planning? Try to think of and jot
down your answers before looking.

Tips 1 and 2
Focus on the details. Attention to details is crucial and the small details matter.
Create a handbook with your manager’s/client’s travel documents and preferences. For example,
preferred airline, route, travel times. This could be a folder in Google Drive. This way, in the future,
you don’t have to ask for the details again and will know exactly what’s expected.

Tips 3 and 4
Know how time zones affect travel time. What matters is also knowing how long the journey is
because timezone differences can make the trip look shorter or longer than it really is.
When it’s almost time to travel, consolidate all the important information your manager needs into a
single, easy-to-read document/itinerary they can quickly access.
4.3.3 Before Booking Travel

Policies and Considerations

Now that you know your manager’s or client’s personal details and preferences, and are creating a
handbook or folder to keep all this information, let’s take a look at the next details to consider.
What to Find Out for Each Trip + Travel Planning Template
For each trip, to start, you must find out:

 Purpose of travel - business, leisure, medical, etc.

 Departure address, city, and country
 Destination city and country
 Destination/meeting address(es) - if known at this stage
 Trip type - one-way, return, or multi-city (which includes going from one city to the next)
 Departure dates
 Return dates

As with most VA tasks, communication is key. Get the information you need, and confirm with your
client what they expect of you. Do they want you to provide them with options? Are they ready for
you to book something using their credit card? When in doubt, always double-check.
To ensure you have all this information when you start supporting clients, we’ve consolidated it into
this Travel Planning Resources and Information Sheet. What you have learned so far is on the
“Before Researching and Booking” tab.
https://docs.google.com/spreadsheets/d/1F_TI9OtpCWAKmRRMBS5LFZAmjf7wMbAa932al4SBsyQ
/copy
https://docs.google.com/spreadsheets/d/1F_TI9OtpCWAKmRRMBS5LFZAmjf7wMbAa932al4SBsyQ
/copy

Save the planner to your Google Drive folder with all the other course resources so you can
reference it later.

Travel Policy
Ask your client if they have a company travel policy. If they have one, the policy will guide you on

 What class you can book for flights.

 Acceptable hotel ratings, for example, 3-star or 5-star.
 Maximum cost for accommodation per night according to destination.
 Per-diem rates.

Per-diem refers to the amount of money someone is allowed to spend per day in a particular
destination. This is for local transport, meals, entertainment, and other incidentals that may come up.
The per-diem for Johannesburg is different from that of Tokyo or Lagos. This is because the living
cost in each city is different.
The per-diem for each location is normally detailed in a company’s travel policy, which is put in place
to encourage responsible spending.
If they don’t have a company travel policy, you can work with the preferences they provide you.

Understanding Preferences and Policies

Speaking of client preferences, let’s listen to Hope and Prudence share more considerations and
insights. Let’s watch.
https://youtu.be/fJeU333kZVE

Reflect:
Consider all the tips that you have learned and the list of must-know items on the “Before
Researching and Booking” tab of the Sheet.

 What do you think is the most important consideration for ensuring a smooth travel
experience?
 Could you successfully book travel without addressing some of these considerations?
 Is there any must-know item you would add to this list?
4.3.4 Country Specific Entry and Exit
Requirement

Passports and Visas

Once you have your client’s information and preferences, and if your client is traveling
internationally, they will need three important pieces:

1. Valid passport (which normally should be valid for at least 6 months to a year).
2. Valid visa to enter the destination or to pass through a transit country if required. If they
are traveling through a specific country like the UK to get to their destination, they might
need a transit visa.
3. Travel health declarations or compliance forms.

Passports
The most important thing to remember about your client/manager’s passports is, it needs to be
valid for the time frame specified by the destination country. This is normally 6 months after the last
day of the trip. This video explains further.
https://youtu.be/Xk21ZOwz55Y
Visa Information
You must research the visa requirements and application process for the destination
country. These change with time so you must always know the most current requirements.
There are several ways to get this information and the most reliable resource is the official website of
the destination country. For example, visa requirements for Tanzania can be found on the Tanzanian
Immigration website and visa requirements for France can be found on the French Visa website.
https://france-visas.gouv.fr/web/france-visas/

Using the official country website is your best bet for reliable and up-to-date information.
Travelers often need to either:

 Submit their application online to obtain an e-visa.

 Schedule an appointment with the consulate of the country they wish to visit.

Visa applications should be submitted between 4-16 weeks in advance of travel to ensure adequate
processing time. A list of required documents, how to submit them, and the visa processing times
can also be found on the official website of the respective country.
If your manager/client needs to apply for a visa (or even a passport) to travel, ask them how they
normally go about it and whether there is a set process in place. In larger organizations, HR typically
facilitates these applications or works with designated travel agents. If there is no established
process, consult the company’s travel policy and the official country website for instructions to follow.

Health Requirements
Travel now is different from what it was during COVID-19. However, some countries have specific
health requirements for entry, including proof of vaccination for various diseases such as yellow
fever, malaria prophylaxis, and other region-specific health concerns.
For example, certain countries may require travelers to provide:

 Proof of a negative tuberculosis test taken within a specific time frame before
departure.
 Vaccinations for diseases prevalent in the destination region, such as meningitis or
typhoid fever.
 Health declaration forms and undergo health screenings upon arrival.

Always ensure to check the health requirements well in advance and close to your client’s departure
date to stay updated on any changes.
In addition to each country’s travel information website, you can find travel health requirements by
country on these official websites: https://www.kayak.com/travel-restrictions and IATA Travel Centre.
https://www.kayak.com/travel-restrictions?
https://www.iatatravelcentre.com/world.php
Remember to check the entry requirements for the country that they are returning to!

All the resources we shared here are also listed on the “Resources” tab of your Travel Planning
Resources and Information Sheet.
4.3.5 Where to Start Researching and
Planning

Booking Travel
Now you have all the details you need to start your research. You have:

 Client details - including a valid passport, visa, and health compliance information.✔
 Client travel preference.✔
 Company travel policy.✔
 Specific trip information, including travel dates and destination.✔

It’s time to start researching and planning flights, routes, accommodation and destination
activities/meetings.
Tried and Tested Places to Start Researching
We will start by sharing the two apps that do all the planning in one
place: TripIt and Wanderlog. THANK YOU!! Technology. The apps help you plan, book, and manage
a trip in one place. The great thing is you can book your flights and accommodation elsewhere, add
them to TripIt or Wanderlog, and still manage everything in one place.
https://www.tripit.com/account/login?redirect_url=https%3A%2F%2Ffanyv88.com%3A443%2Fhttps%2Fwww.tripit.com%2Fapp%2Ftrips
https://wanderlog.com/

Watch this video to learn about TripIt.

https://youtu.be/zYEtWlwwrQs

TripIt and Wanderlog do it all, but it does NOT mean they are “always” the best when it comes to
pricing. And, as part of research, and being a diligent VA, it is best practice to look at other
suppliers to see who has the most favorable offer. That’s where all these next recommended apps
come in. They are listed by function.

 Flight bookings:
o Cheapflights.com
o https://www.cheapflights.com/
o Kayak.com
 https://www.kayak.ae/?ispredir=true
 Car rentals:
o Rentalcars.com

https://www.rentalcars.com/

 Accommodation bookings:
o Expedia.com
o https://www.expedia.com/
o
o Booking.com
o https://www.booking.com/?aid=355028
o
 City attractions:
o Tripadvisor
o https://www.tripadvisor.com/
o
o Viator
o https://www.viator.com/
o
 Weather updates:
o Time and Date
o https://www.timeanddate.com/weather/south-africa/pretoria/ext
o
o Accuweather
o https://www.accuweather.com/#google_vignette
o
 Bus and train bookings:
o Travelstart for buses in South Africa
o https://bus.travelstart.co.za/
o
o Omio for buses/trains in Europe
o https://www.omio.com/buses
 o Trainline for buses/trains in Europe
o https://www.thetrainline.com/en-us
o You can start by Googling what you need. For example, “Denmark train official.”

What we share here is not an exhaustive list but only a guideline of the legitimate websites you
can use to get going. There are plenty more out there, so explore to find the best for you and your
client. Just make sure the website is legitimate.
Start the research process early to ensure that you have enough time to communicate findings
with your clients, incorporate their feedback, and complete the essential processes.
The above information is also shared in the “Resource” tab of your Travel Planning Resources and
Information Sheet.

Research and Booking Process

We asked Hope about her process to research and book travel and this is what she said.
https://youtu.be/VgC-PLYC9u4

What is the benefit of working with a travel agent when planning travel?
They can easily rebook flights or find solutions when flights are canceled, or things do not go as
planned. Sometimes, clients/managers will not use travel agents. As a VA, adding a few travel
agents to your network of connections can come in handy.

For accommodation, places to meet or eat, and travel distances in remote destinations, ask people
there for recommendations on what to do. They know the place better, sometimes even better than
Google Search and Google Maps.
Google Search and Google Maps work great for major cities but not for smaller, remote, or rural
areas. Use them to plan but also, when possible, confirm with someone in the destination city. If
your manager has been there before, you can ask them too.
4.3.6 Booking Accommodation

We’ve heard the best practices and recommendations when booking flights. Let’s hear some best
practices when booking accommodations. The next three videos are short and power-packed with
practical insights.
https://youtu.be/U5gckUe1-0k

We encourage you to avoid unknown travel sites and take caution with unknown travel agents. For
an official airline, hotel, or car rental website, Google the airline or hotel name; it will usually be the
first or second (non-ad) result. Suppose you are booking in a country you are unfamiliar with. In that
case, you may need to poke around a little more to gain the assurance you are at a legitimate
website.
You can also enter the name of any company or website to check their reviews on these 2
sites: Trustpilot.com and Resellerratings.com
https://www.trustpilot.com/
https://www.resellerratings.com/

Confirming Accommodation
Additionally, if you book accommodation online, you must confirm with the host before the travel
date. Take a look.
https://youtu.be/AMwvKfZ09dY

Late Check Out

Late hotel checkout is an essential aspect of travel management that can greatly impact your client’s
itinerary. It allows guests to extend their stay beyond the standard checkout time. This benefits
travelers who need more time to pack, relax, or accommodate late travel plans. Let’s hear a few tips.
https://youtu.be/8y6vy0cUFBE

What are the best practices to consider when booking accommodation and ground travel? Jot down
your answers first, and then take a look.
Use legitimate websites, and when possible, ask someone on the ground to confirm the
accommodation’s legitimacy, location, and quality.
When you book accommodation online, call or email the actual hotel to confirm that your booking is
there and the check-in time. (If they are remote, send someone on the ground to confirm.)
Build relationships so it’s easier to ask for extras like late checkout when needed.
4.3.7 Travel Itinerary and Checklist

Creating Itineraries
After all the research, bookings, and application processes have been completed, you need to share
a travel itinerary with your client so they have the details in one place before they leave. An
itinerary is a schedule of activities your client will be undertaking during their travel. It summarizes
all the important information into one document, simplifying things for the traveler.
Some clients will need it and others won’t, so be sure to check in advance so you know if you need
to prepare one. There are many ways to create an itinerary but, regardless of format, the goal is all
the same: to make sure your client knows the 4 Ws of travel:

 What they are doing.

 Where they need to be.
 When they need to be there.
 Whom they will be with.

Itinerary Templates
Some itineraries are more detailed than others. Below are great examples that show the different
levels of detail an itinerary can have:
This first template is grouped by category and not in the chronological order of events. It only shows
key events, such as meetings, flights, and accommodation.
https://docs.google.com/spreadsheets/d/1WkgKKUB_RrxtV5MX82Bfg-_Y9xIo95O7/copy
https://docs.google.com/spreadsheets/d/1VZ0sh_c0Z2X8mpS9-
2ChRENsjNxXNC2C/edit?gid=2018126491#gid=2018126491

This chronological template shows more details including transit times (the time it takes to get from
point A to B). If the traveler prefers an itinerary that answers the 4Ws in the order they are taking
place, this template would be suitable.
https://docs.google.com/document/d/1WsFZcrv_bbQnv4pcngWpFAge-guug2m5elF3hCc3VwM/copy
https://docs.google.com/document/d/1T9pYi2QmLZ8xvc6enLRaHlRmLt910AtOA0RITTLfxMs/edit?ta
b=t.0
A chronological agenda can also just list the important key events of the day, e.g., meetings, flights,
rental car pick-up times.
Then we have a third option. Remember the Google Slides itinerary template we shared a few
lessons back when Hope shared her approach to travel? That’s another template you could use.
https://intranet.alxswe.com/concepts/105617

Lastly, thanks to technology, you can build your itinerary on TripIt and Wanderlog and share it with
your client/manager from there.
The key is to always ensure that the agenda is easy to read and follow, and meets your
client/manager’s needs.

Reflect:
Before continuing, visit TripIt and Wanderlog to explore and see what they can do. Then decide
which one you like best for business travel planning.

Your Travel Planning Checklist

Everything you have learned on travel up to this point calls for a lot of consideration. You will be
moving many parts at the same time.
Now that you have learned what is needed to plan travel we are sharing a checklist you can use to
track everything you need to get done. You can find it under the Trip Checklist tab of your Travel
Planning Resources and Information Sheet.
https://docs.google.com/spreadsheets/d/1F_TI9OtpCWAKmRRMBS5LFZAmjf7wMbAa932al4SBsyQ
/copy

https://docs.google.com/spreadsheets/d/1AhS3aXJdIfyhUWYKfjG5tG2txIFj1RRfETdLm3me7cA/edit
?gid=0#gid=0

You can use the checklist to track your progress with all the processes leading up to your
client/manager’s travel.

Your Travel Experience

Have you ever had a travel done right or travel gone wrong moment? What went wrong - or right?
What made, or broke the trip? In one or two sentences maximum, share with your squad your
experience. Here are a few examples of how to do it:

 Accommodation done right - It had the perfect view.

 Flight gone wrong - I missed the flight by 1 minute and it left me.
 Food done right - Spent 1 week exploring tasty cultural dishes recommended by locals.

What was your Travel done right - or wrong - moment? In just one or two sentences share with
your Squad on the Portal.
My experience was…
4.3.8 Mini-Project 1: Travel Pack - Steps 1 – 3

Planning Your Travel

Well done for finishing all the content on planning travel. Now it’s time to have some fun practicing.

Reflect:

Before diving into this travel planning activity, take a moment to allow yourself to dream and envision
a trip you have always wanted to take.
Where do you want to visit? It can be within or outside your country.
Why does this destination call to you? Is it the rich culture, stunning scenery, delicious cuisine, or
a personal connection?
Think about what’s most important for planning your trip. Is it the visa requirements, finding the
best mode of transport, or understanding the local customs?
When would you like to take this trip? If all things were constant and favorable, when is the perfect
time to take this trip?

Now that you are feeling inspired, let’s get started on planning an incredible trip.
This exercise has 12 parts in total and you don’t have to tackle them all at once. You can start by
completing Steps 1 to 3 in one sitting. Take a breather, recharge, and come back with a fresh mind
to continue with the remaining parts.
Take it step-by-step to ensure clarity and keep your focus. Enjoy the journey of planning what could
be your next adventure! ��
To get started, open this travel pack template that we shared earlier this week. You can use it as a
point of reference and draw inspiration from it as you create your own travel pack.

Step 1: Google Slides

Open a new Google Slide
https://docs.google.com/presentation/d/1cPh3pyloQE8vQeTEg6ERdJZZYll4xmDmRrsMAeMuEKE/e
dit#slide=id.ps template.

Rename your document using your name, desired destination, and travel dates, e.g., Nora Katana -
Kigali, Rwanda - 14-17 December 2024.
Keep your personal copy of the travel pack open while you research information and complete all the
steps below.
Step 2: Introduction Slide
Imagine you travel to your chosen destination for 3 days and 3 nights and stay at a hotel.
On page 1 of the travel pack, create your introduction page and add your name, destination, and
travel dates.

Step 3: Entry/Exit Requirements

Research the visa requirements for your destination from two separate sources.
Create an Entry/Exit Requirements slide and add the list of requirements to it.
Include links to the websites you used under Entry/Exit Requirements.
4.3.9 Mini-Project 1: Travel Pack - Steps 4 – 8

Culture, Events and Money

You are doing an amazing job. Let’s continue planning the rest of your trip.
Step 4: Etiquette and Cultural Expectations
Create an Etiquette and Cultural Expectations slide.
Research etiquette and cultural expectations in the destination city (dos and don’ts).
Add the details of at least 2 expectations to your travel pack under your Etiquette and Cultural
Expectations slide.
Step 5: Event Information
Research at least 3 activities you will do after you arrive at your destination city.
Create Event Information slides, and add these activities there. Use as many pages as you need to
provide the information.
Step 6: Budget
Open a new Google Sheet and create a clearly labeled budget table. The budget table must show
the cost in USD for:

 Visa application process

 Flights
 Accommodation
 Activities
 Meals
 Total cost

Now, go back to your Google Slides and create a slide called “Budget”.
Copy and paste your budget from Google Sheets and paste it to your Budget slide.

Step 7: Travel Itinerary

On the next slide, create an itinerary slide, and add details of your first 2 days of travel in the
destination city.
List your outgoing flight information, hotel information, and details of at least 1 event that takes place
on the first or second day after you have arrived at your destination.
Create your itinerary using one of the Google Sheets itinerary templates we shared earlier this week.
When done, copy and paste your itinerary to your slide.

Step 8: Review
Edit your Google Slides travel pack to ensure it is easy to read and only carries key and important
details.
4.3.10 Mini-Project 1: Travel Pack - Steps 9 – 12

Finalize and Compare

You have done most of the work. Now it is time to tie the loose ends, make a comparison and pat
yourself on your shoulder for having a moonshot travel vision.

Do these final steps to complete this mini-project.

Step 9: Table of Contents (Optional Step)
If you would like to, add a new slide after page 1. This will be your “Table of Contents” (page 2) slide.
Your table of contents must show the heading and page number for these slides:

 Entry/Exit Requirements
 Etiquette and Cultural Expectations
 Event Information
 Budget
 Travel Itinerary

Your Table of Contents must be labeled correctly and linked to the correct page in the travel pack.
(Google for help on how to do this if you need it. You can also look at page 2 of the travel pack
template to see how it was done.)
Step 10: Clean Up
Delete all unnecessary/unused pages from your travel pack. If it is not part of this assignment, delete
it. Only keep the pages required for this assignment.

Step 11: Save

Save your Google Slides travel pack in your Google Drive. Keep it safe as you will be submitting it
as part of Milestone 4.

Step 12: TripIt

Now that you know how to work in Google Slides, it is time to experience the alternative.
You must plan the same trip using TripIt.
Open the above link, create an account, and have fun planning the same trip.
TripIt might offer a more integrated and automated experience, while Google Slides allows for a
more customized and detailed presentation. Reflecting on your needs and preferences as a Virtual
Assistant: Which tool was simpler to use? Which tool would best help you fulfill your work as a VA
and meet your client/manager’s needs?
Share your thoughts in one or two sentences with your Squad on the Portal.
Tell us! Slides or TripIt.
Amazing Work. We can already see you jetting off. We hope this vision comes true for you!
 4.4 Project Management
4.4.1 Project Management for VAs
4.4.2 Project Management Tools
4.4.3 Mini-Project 2: Project Plan
4.4.4 Project Management
4.4.1 Project Management for VAs

Project management is the process of working toward a certain objective while keeping in mind
many factors that can affect it, such as money, time, quality, and people. It involves planning
action points, and the fulfillment of those actions, all to accomplish a specific outcome.
Any activity that requires several steps can be called a project.
A project can be anything, big or small. It can be completed by 1 person or many, many people
working in coordination. As with most VA tasks, it’s very important to define the goal of a project and
what it includes.
Examples of projects include:

 Successfully completing the VA Program

 Sending your CVs to a set number of potential employers
 Signing contracts with 3 new clients
 Creating a new app
 Writing and publishing a book
 Putting on a conference
 Throwing a party

What is Project Management

Some projects, like building a 70-story building in the middle of Addis, require a lot of resources,
time, and skilled people. Others, like building a motherboard for a personal computer, may only call
for a few specific resources and 1 - 2 pairs of hands. In each case, specified actions must be
carried out, sometimes by different people and in a particular order, to accomplish the primary
objective/goal.
This video explains what project management is. Pay attention to the elements of “Planning” a
project.
https://youtu.be/ZWmXi3TW1yA

Why Project Plans

Embarking on any project necessitates a well-crafted plan that outlines the tasks and activities
essential for achieving your project’s goal. This is where a work plan/ project plan comes in handy.
A project plan is a schedule of the tasks, responsibilities and deadlines that must be followed
to accomplish a particular objective.
A project plan is also referred to as a work plan or a Gantt chart.
Project plans provide clarity on the WHY of a project and the specifics of the desired
objective/goal. Project plans paint a picture of what success looks like, breaks down the steps
needed to achieve it and helps you track your progress. Hope and Nicole share more insights in this
video.
https://youtu.be/g_D7wsnN0ws

A project needs a clearly defined goal/objective. How do you know if your goal is clear?
Knowing your goals for the next few months or years, understanding what needs to be done to
achieve them, and having a game plan in place helps you manage your time and prioritize the right
tasks.
A goal is a distinct outcome expected from an assignment or project.
S.M.A.R.T. is a helpful acronym for setting goals to yield better results:

 Specific: Your goal should be ultra-specific with no room for misinterpretation.

 Measurable: Your goal should be quantifiable and progress easy to track.
 Achievable: Your goal must be realistic and attainable.
 Relevant: Your goal should contribute to your bigger overarching goals.
 Time-based: Your goal should have defined start and end times, with incremental dates
if needed.

Other variations of the acronym that still serve as useful guidelines include:

 A: Achievable
 R: Realistic, Reliable
 T: Timely

The most successful projects are clear on WHAT you want to achieve (the goal), WHY you want to
achieve it, WHO is responsible for each step of the process, and WHEN it must be done. A well-
defined goal is SMART.
[Optional] If you’re curious and want to expand your project management knowledge beyond the
essentials, you can read more about R.A.C.I. responsibility matrices here.
https://www.forbes.com/advisor/business/raci-chart/
4.4.2 Project Management Tools

Tools to Use
Earlier, you learned that a project plan is a schedule of the tasks, responsibilities, and
deadlines that must be followed to accomplish a particular objective. It serves as a compass
for project managers, enabling them to track progress, manage resources efficiently, and navigate
potential obstacles.
There are various options on how to manage (keep track of) a project. Let’s explore.

Project Plan Template in Google Sheets

A spreadsheet project plan is the baseline core of project plans. You can use the other emerging
tools/apps if you know how to use it.
Many businesses use spreadsheets as these are versatile and customizable. They do, however,
require a bit more time.
If you and your client prefer managing a project in collaborative spreadsheets, then Google Sheets
is your best friend. It’s free and can be updated in real-time by all the parties involved. We have a
simple template that we will explore in the next lesson.
A good way to use Google Sheets to manage a project is to create a project plan.
But, what does a simple project plan look like? Well, we have this simplified Google Sheets
template just for you. Follow the link, create your personal copy then come back to the Project Plan
Scenario below to learn how to use it.
https://docs.google.com/spreadsheets/d/1X0VP9n4ZpgOkihwsMkoo_JsfwUhBg96UbfLbr36jmYI/cop
y
https://docs.google.com/spreadsheets/d/1Bre6JwKY_vUX8RnLYyjmvs9C0Glk9XjTYLs_EN_xAew/e
dit?gid=876033036#gid=876033036

Project Planning Scenario

Let’s look at a past scenario that benefited from the use of a project plan.
https://www.loom.com/share/f8c3f8ba0745405c8c390e9d3f789d98?sid=f6fe6b1c-26de-4d3e-8010-
1ee0d0876bc9

Ayo, one of the VAs who graduated from the first cohort of the VA program in 2022, had a vision. He
wanted to support managers and executives so he could learn more about leadership and running a
business. His friend, Kaleb, told him about the ALX VA Program that started in July of that year. It
was a clear pathway to working closely with executives, managers, and visionaries, so Ayo decided
to enroll.
His end goal was clearly defined: Ayo wanted to work closely with executives for at least 2 years
so he could be exposed to the ins and outs of running a business.
His process was also fairly clear but needed to be tracked so he didn’t drop the ball and
forget to do something important. To get there, he took the ALX VA Program, graduated, created
quality resumes and a profile on LinkedIn, applied for opportunities, landed 3 good contracts, and
kept them for 2 years.
His aim was to have completed all this by 7 October that same year. The VA Program enrollment
deadline was 14 July that year. There was a lot to consider. One action affected the next, so to keep
track of everything, Ayo took time to plan what he needed to do using a simple Google Sheet Project
Plan. Watch the next video to see how he did it.

Ayo’s Project Plan Explained

Watch to see how Ayo did it.
Start the video at the 1:10 timestamp, as the beginning references a different learning system that
does not apply to you. Watch from 1:10 until the end. Remember, you learn by doing, so follow
along using your project plan.

Project Management Tools

The world of project management is evolving as fast as the world of tech. You won’t always need to
create your own work plan or only use Google Sheets. There are so many apps and tools that can
help you do that online.
It will be up to you to decide on the best platform to use to manage and track your progress in
attaining your (or your team’s) goals. There are tools and software that are specific to the type of
project that needs to be accomplished. Here is our favorite list of project plan apps:
ClickUp for customized task views.
https://clickup.com/

Monday for developers.

https://monday.com/

Trello for visually managing projects.

https://trello.com/

Asana for teams.

https://asana.com/

Watch this video to learn about these 4 apps. It also mentions two other apps - Jira and Wrike. As
you watch, learn the pros and cons of each tool to decide which one you would like to try later this
week.
https://youtu.be/gJCS1gqk8ME
We know you are curious and eager to try the project plan for yourself. Let’s go.
4.4.3 Mini-Project 2: Project Plan

Perfecting the Art of Planning

You have seen how a project plan can be used to plan towards a specific goal.
Now, we want you to use the template we shared earlier to create a project plan for YOU.
https://docs.google.com/spreadsheets/d/1X0VP9n4ZpgOkihwsMkoo_JsfwUhBg96UbfLbr36jmYI/cop
y

Your end goal (objective) is to secure employment or contract (freelance) work as a VA by 31

October 2024. (Feel free to change the dates and goal to fit your needs).
Here’s what you need to do.
Step 1: Google Sheets Template
Open your personal Google Sheets Project Plan template.
Rename it to: your name - VA Employment Project Plan - Date, for example: Ngoni Katana - VA
Employment Project Plan - 21.07.2024.

Step 2: Deliverables
Think of the main steps (deliverables) you need to fulfill in order to be employable as a VA by 31
October (or your desired date). You must include at least 10 deliverables/action items.

Step 3: Populate Your Project Plan

List these deliverables on the work plan, alongside their owner, start and finish dates, and status.
Try to list them in the order you expect them to happen.
For example, you must complete all milestones before you graduate so a deliverable to “Complete
Milestone 8” must be listed before the deliverable for “Graduation”.

Step 4: Save
Save your Google Sheet Project Plan in your Google Drive. You will submit it as part of your
Milestone 4.

Step 5: Explore
Now that you understand the core of project plans, explore at least two of the following project
management apps: ClickUp, Jira, Trello, and Asana.
https://www.atlassian.com/software/jira
Reflect:

Take a look at the overall project plan.

Do you think you will achieve your end objective by the set date?
How will you hold yourself accountable and stick to the project plan?
Looking at the apps you explored, how do their effectiveness and ease of use rate when compared
with Google Sheets?
Will you use Google Sheets or an app going forward?

Whoop Whoop! You have just completed a personal project plan. Well done for doing the work!!
We encourage you to check and update it once a week to track your progress :)
 4.5 Learning How to Learn
4.5.1 Tackling Week 4 Projects: What To Do When You Don't Know
4.5.2 Learning How to Learn
4.5.1Tackling Week 4 Projects: What To Do
When You Don't Know

Growth Mindset Applied

This week will stretch you but now is the time to keep moving forward. There are many
tools that you will be asked to use as a VA. Some will be easy to use while others will
need you to put your learning hat on.
The most important thing is that you are willing to learn new things as you go.
Remember growth mindset?
It’s expected that you’re not going to know how to do everything we (or a client) asks of
you.
Learn on the Fly
What should you do when asked to do something that you don’t know how to do? You
learn on the fly. Listen to what Laura has to say.
https://youtu.be/gy_MvvU7bTQ

Failure is an Opportunity
Have an open mind to try. And if you fail, you can learn from that too. If you don’t get it
right the first time, then learn how to do it better the second time and do it. Hope
experienced failure, but chose to embrace it and learn.
https://youtu.be/VT5XK62JzZA

Giving up is not part of your vocabulary. If we fail, we try another approach until we get
it right. And I say ‘we’ because if you are experiencing any challenges with the mini-
projects, you have a whole community on the Portal that can help you.
Keep going. You are closer to the finish line.
 4.6 Week #4 Milestone: Travel Pack
and Project Plan
4.6.1 Week #4 Milestone: Travel and Project Management
4.6.2 Week #4 - Recap Quiz
4.6.1 Week #4 Milestone: Travel and Project
Management

 Novice
 Weight: 5
 Project over - took place from Oct 14, 2024 2:00 AM to Oct 22, 2024 2:00 AM
 An auto review will be launched at the deadline

In a nutshell…

 Auto QA review: 2.0/2 mandatory

 Altogether: 100.0%
o Mandatory: 100.0%
o Optional: no optional tasks

Your Ideal Destination and Success Game Plan

Here is what you need to do to complete this week’s Milestones
STEP 1: CREATE YOUR TRAVEL PACK
You should have already completed steps 1 - 11 below and created your travel pack as part of this
project earlier this week.

1. Google Slides
o Open a new Google Slides template.
o Rename your document using your name, desired destination, and travel dates, for
example: Nora Katana - Kigali, Rwanda - 14-17 December 2024.
o Keep your personal copy of the travel pack open while you research information and
complete all the steps below.
2. Introduction Slide
o Imagine you travel to your chosen destination for 3 days and 3 nights and stay at a
hotel.
o On page 1 of the travel pack, create your introduction page and add your: name,
destination, and travel dates.
3. Entry/Exit Requirements
o Research the visa requirements for your destination from two separate sources.
o Create an Entry/Exit Requirements slide and add the list of requirements to it.
o Include links to the websites you used under Entry/Exit Requirements.
4. Etiquette and Cultural Expectations
o Create an Etiquette and Cultural Expectations slide.
o Research etiquette and cultural expectations in the destination city (dos and don’ts).
o Add the details of at least 2 expectations to your travel pack under your Etiquette and
Cultural Expectations slide.
5. Event Information
o Research at least 3 activities you will do after you arrive at your destination city.
 o Create Event Information slides, and add these activities there. Use as many pages as
you need to provide the information.
6. Budget
o Open a new Google Sheet and create a clearly labeled budget table. The budget table
must show the cost in USD for:
 Visa application process
 Flights
 Accommodation
 Activities
 Meals
 Total cost
o Now, go back to your Google Slide and create a slide called “Budget”.
o Copy and paste your budget from Google Sheets and paste it to your Budget slide.
7. Travel Itinerary
o On the next slide, create an itinerary slide, and add details of your first 2 days of travel
in the destination city.
o List your outgoing flight information, hotel information, and details of at least 1 event
that takes place on the first or second day after you have arrived at your destination.
o Create your itinerary using one of the Google Sheets itinerary templates we shared
earlier this week. When done, copy and paste your itinerary to your slide.
8. Review
o Edit your Google Slides travel pack to ensure it is easy to read and only carries key and
important details. Remove any irrelevant slides that are not part of your trip.
9. Table of Contents (Optional)
o If you would like to, add a new slide after page 1. This will be your “Table of Contents”
(page 2) slide. Your table of contents must show the heading and page number for
these slides:
 Entry/Exit Requirements
 Etiquette and Cultural Expectations
 Event Information
 Budget
 Travel Itinerary
o Your Table of Contents must be labeled correctly and linked to the correct page in the
travel pack. (Google for help on how to do this if you need it. You can also look at page
2 of the travel pack template to see how it was done.)
10. Delete all unnecessary/unused pages from your travel pack.
o If it is not part of this assignment, delete it. Only keep the pages required for this
assignment.
11. Save your Google Slides Travel Pack in your Google Drive.

STEP 2: POPULATE YOUR PROJECT PLAN

You should have already completed steps 1 - 11 below and created your travel pack as part of this
project earlier this week.

1. Google Sheets Template

o Open your personal Google Sheets Project Plan template.
o Rename it to: your name - VA Employment Project Plan - Date, for example: Ngoni
Katana - VA Employment Project Plan - 21.07.2024.
2. Deliverables
 oThink of the main steps (deliverables) you need to fulfill in order to be employable as a
VA by 31 October (or your desired date). You must include at least 10
deliverables/action items.
3. Populate Your Project Plan
o List these deliverables on the work plan, alongside their owner, start and finish dates,
and status. Try to list them in the order you expect them to happen.
o For example, you must complete all milestones before you graduate so a deliverable to
“Complete Milestone 8” must be listed before the deliverable for “Graduation”.
4. Save
o Save your Google Sheet Project Plan in your Google Drive.

STEP 3: SUBMIT
You must submit links to both your Travel Pack and Work Plan in the tasks below. Here is what you
need to do:

1. Make sure both your Travel Pack and Work Plan are saved in your Google Drive.
2. Find your Travel Pack file and open it.
3. Click Share in the top right corner. A window will pop up.
4. Under General Access, change the access from Restricted to Anyone with the Link.
5. Click the Copy Link button to copy the URL link for your file.
6. Submit the link to your Travel Pack in the “Submit your Travel Pack Task” below.
7. Do the same for your Work Plan: find it in your Google Drive > change the sharing access to
“Anyone with the Link” > copy the link and submit the link to your Work Plan in the “Submit
your Work Plan Task” below.
8. Make sure you submit both links in the right task.

And that’s it! You have successfully shared the links to your Travel Pack and Work Plan with us.
4.6.2 Week #4 - Recap Quiz

Overview
Question Result

1. correct

You are planning travel for your manager, who is taking a trip from Ghana to a remote
place in India. Your manager must attend a call every day at 6:00 PM GMT. This
means they need to be settled in India before 6:00 PM GMT on the day they travel.
They also prefer sleeping on the flight when departing Accra so they arrive refreshed.
The flight duration from Ghana to India is approximately 11 hours and the time
difference is GMT+5.5 hours. You need to figure out the best flight option considering
the time difference and flight duration.
Which departure time from Ghana would allow your manager to be settled in India on
time for the call?

2. correct
You are a Virtual Assistant (VA) planning a business trip for your manager to a remote
area in India. The company has no direct contacts in India, but the company’s
accountant grew up there. Your task includes researching accommodation, places to
meet or eat, and travel distances. Given the remoteness of the destination, you start
researching using Google and Google Maps. You need to ensure that the trip is well-
planned. What is your approach?

3. correct
Which of the following are part of the “Entry/Exit Requirements”?

4. correct
What makes a goal SMART in project management?

5. correct
A powerful and effective slide presentation must_ _ _ _.

6. correct
 Question Result

Why is having a well-crafted project plan important?

7. correct
What is the general rule of travel planning mentioned in the text?

8. correct
Which project management tool offers unlimited users and projects in its free version?

9. correct
What is included in an Itinerary?

10. correct
You’ve been assigned to assist your client with evaluating a series of tasks based on
urgency and importance. The client needs a tool that can help systematically assess
these criteria to prioritize the tasks effectively.
Your client needs assistance in evaluating tasks based on urgency and importance to
prioritize them effectively. Which tool would be most suitable for this task?
Week 5
5.1 Welcome to Week 5
5.1.1 Welcome to Week 5!
5.1.2 Looking Ahead: Week 5 Milestone and Recap Quiz 5
5.1.3 Welcome to Week 5
5.1.1 Welcome to Week 5!

You Can, You Will, You Must

We kick off this week with some mid-program motivation.
You are halfway through this career-empowering course. Keep moving until you cross the finish line!
https://youtu.be/xj2azO4IxoA
Week 5 Overview
With that motivation, let’s talk about all things Week 5 in this video overview.

https://youtu.be/AG5bgpjejuE

Transcript
Hello, it’s me, Prudence, your Learning Experience Designer!
Welcome to Week 5. You have officially passed the halfway point. Well done for owning your
progress.
This week, we’re diving into more VA tasks and crucial topics that will enhance your workplace
efficiency and professionalism. We will explore!
Video Conferencing Set Up and Etiquette. In today’s digital age, effective communication through
platforms like Zoom, Google Meet, and Microsoft Teams is crucial. We’ll cover setting up your
environment for optimal video and audio quality, and mastering the do’s and don'ts of video
conferencing etiquette.
Next, you will learn how to manage meetings with a focus on agendas, team notes & minutes. You
will explore three note-taking apps designed for meeting transcription; these are Fireflies, Otter, and
Read AI.
You learned about booking meetings in Week 3. This week you will learn how to manage different
forms of meetings efficiently and how to assess what each meeting needs to run smoothly.
Topic 3 will be about internet research and data entry.
You will have a mini project to practice your skills in conducting online research and accurately
entering data into relevant systems.
Lastly, you will learn how to track expenses. Managing expenses is vital for financial transparency
and accountability. A leading VA can record expenses accurately, track budgets, and prepare
reports to support financial decision-making.
Once again, there is a lot of content this week. Take a look right now at all of the modules and the
lessons, so that you get a sense of what’s there. Then make a plan for what you will tackle when, put
it on your calendar, and hold yourself to that plan.
All the best with Week 5. You are nearing the finish line. And, I will see you in Week 6.

Hold on to your WHY and keep pushing. The finish line is close. You CAN do this.
5.1.2 Looking Ahead: Week 5 Milestone and
Recap Quiz 5

You are officially past the program’s halfway mark! Take a look at where you are now and what’s left
to do, then move on to tackle Week 5.
Similar to last week, you will complete two mini-projects leading to Week 5 Milestone. You will
also complete your second skills tracking exercise to assess your growth so far. Try to pace yourself.
It is all very achievable if you go through each lesson step-by-step.
Your Journey at a Glimpse
Take time to engage with the map to visualize how far you have come. To see each Week’s lineup,
click on the Week. Click the down-facing arrow at the bottom to return to the main road map.

Week 5 Milestone
Week 5 Milestone is due at the end of the week. You will find complete, detailed instructions on the
Milestone submissions page. Week 5 Milestone will consist of two submissions. A working URL (link)
to your:
  Meeting Management Mini Project
 Internet Research Data Entry Mini Project
 Updated Skills Tracker.

Complete each component right after you have completed the related section of content. This
way, it is not all too much to do at the end of the week.

Recap Quiz 5
Recap Quiz 5 will test your knowledge of all the topics this week. You should have studied each
topic and completed all activities before attempting to take the Recap Quiz. Recap Quiz 5 is also
due at the end of this week. You must score 70% or higher on the test to pass.
If you take the quiz and score under 70%, you may retake the quiz until you get a passing score.
5.2 Meeting Agendas and Minutes
5.2.1 Video Conferencing Etiquette and Tools
5.2.2 Why Agendas Matter
5.2.3 Mini-Project: Create a Meeting Agenda
5.2.4 Taking Meeting Minutes/Notes
5.2.5 Your Minute Taking Strategy
5.2.6 Meeting Agendas & Minutes
5.2.1 Video Conferencing Etiquette and Tools

Online Etiquette
As part of this course – and in the rest of your career journey – you will be asked to
participate in video calls via Zoom, Google Meet, Skype, Teams, and other video
conferencing platforms. You will need to be on your professional “A” Game.
Zoom Call Gone Wrong
We decided to create this fun lesson to highlight video conferencing etiquette and
ensure you grasp the dos and don'ts. It’s a must-watch.
Ask yourself as you watch:

1. What went wrong in this video? Do your best to catch all the don'ts as they
happen.
2. What could have been done differently to make this more professional?

Enjoy. And, oh yes, you’re welcome! �

https://youtu.be/4zf3yoqKdnU

Wow! The drama in this video is epic! Sadly, all the examples come from real-life
situations that your course designers have experienced! So don’t be like Nicole’s
character in this video – avoid all of her mistakes and shine as the young professional
that you are.

Zoom
Now that we know what not to do and understand recommended video conferencing
etiquette let’s discuss how to use Zoom effectively.
The next 6-minute video is a great beginner’s tutorial. The video focuses on the
technical basics of using the app to schedule, invite folks to, and lead a meeting.
If you are already a pro and know how to use Zoom, watch it anyway - it will reinforce
your knowledge, and we bet you’ll still learn a few more hacks.
As you watch, ask yourself:

1. Can I successfully set up and schedule a call in Zoom?

2. What can I do in Zoom to adjust my settings to host a seamless video
call/conference?
 https://youtu.be/PQBehKw-NQM

Google Meet
Another commonly used app is Google Meet. This 5-minute video takes us through
each step of hosting a meeting in Google Meet.
Yes, we see you, self-acclaimed Google Meet guru. You, too, should watch the video.
You will learn something new, and worst case scenario, it will reaffirm your skills and
self-proclaimed crown.
As you watch, ask yourself:

1. Do I understand the process of setting up a meeting on Google Meet?

2. Have I understood the different call settings when using Google Meet?

https://youtu.be/ztyHfVLcp24

What are the key video conferencing dos and don'ts from the videos you have just
watched?

 Test your audio and video before the meeting starts.

 Join the call on time.
 Be prepared (know why you are on the call).
 Be in a quiet and well-lit location.
 Have no distractions around you.
 Focus on the call and do not conduct side conversations or activities in the
background.
 Mute your mic when not speaking or when typing.
 Unmute your mic when talking so everyone hears you.
 Be professionally dressed if your video will be turned on.
 Have a professional background.
 And, the obvious, have stable internet connectivity.
5.2.2 Why Agendas Matter

Why Are We Meeting?

Starting a meeting with small talk may be a great way to get to know each other better or catch up
on what everyone did over the weekend, but it isn’t really productive or goal-oriented. If your client
has hired you to support them with meeting arrangements, some of those meetings will need
agendas to help maximize the meeting time.
Research by a project management and productivity platform, Asana, shows that unnecessary
meetings accounted for 157 hours of “work”. Considering a 40-hour work week, that’s almost four
weeks of wasted time. This is where your meeting agenda comes in to help your client maximize
their time spent in meetings.
https://asana.com/resources/anatomy-of-work

Effective Agendas
Having a meeting agenda is the first and best indicator of whether a meeting is necessary. It’s a
clear visual and perhaps a final check for your client on whether they need to have a meeting or just
hold the discussions asynchronously (without a meeting, for example, via email). An agenda will also
help your client’s meeting attendees know what they will discuss and why the meeting matters.
An agenda gives an abridged outline of what to expect during a meeting and how attendees
can prepare for it. It should help others connect with the meeting’s purpose, assign tasks or items,
and designate a realistic time for each point. A great meeting agenda maximizes effectiveness and
keeps proceedings on track.

Creating Effective Agendas

Here are some tips on creating effective meeting agendas for your clients:
Create and share the meeting agenda as early as possible. This allows everyone to prepare for
what’s going to happen. At the very latest - and only for informal and team meetings - your client
must have the final agenda 2 days before the meeting so they can share it with those attending 24
hours before. Formal meetings, like a board of directors or management meetings, require the
agenda to be shared 1-3 weeks in advance so that the attendees can prepare adequately. This
differs by company, so ask your client for their agenda distribution policy.
Share relevant pre-reading materials (also known as meeting packs) when you share the
agenda. This might be a slide deck, background information, or a past decision. Instead of asking a
lot of questions that take up valuable time, everyone attending the meeting will be on the same page
and ready to move the topic forward.
Assign facilitators for each agenda item. This way, you allow them to prepare in advance. Ask
your boss/client for direction on who to designate and what your responsibilities are in this area.

Creating Effective Agendas 2

Define and prioritize your agenda items. Differentiate between the three categories of agenda
items: informational, discussion topics, and action items.
Clarifying the goal of each agenda item assists attendees in determining what is most important and
where they should concentrate their attention. You’ll also want to prioritize which items are most
critical and must be covered during the meeting, and which may be dealt with asynchronously if the
time runs out.
Use your meeting agenda during the meeting to take minutes/notes and action items. That
way, all of the meeting information is in one place. If anyone has questions about decisions or action
items from the meeting, they have an easy place to find them.
Create flow by categorizing your agenda items. To maximize productivity, batch similar items
together and ensure they can build off of one another. For example, list any informational items
before the discussion items so everyone has all of the information going into the discussion.
Allocate enough time for each item on your agenda. Plan sufficient time for each agenda item by
calculating an estimated time and adding a couple of minutes as a buffer. This will help keep the
meeting on track and move on from a topic when the time runs out.
All in all, an agenda creates a meeting structure, shows consideration of others’ time, and serves as
a roadmap that will keep conversations on track without wasting time. Your client will appreciate
anything that saves them time.

So, what does a good agenda look like?

It depends on the meeting type. For official meetings such as investors, board or stakeholders,
take a look at this meeting agenda template. Copy and keep it for future use. It provides the core
details and can be easily adapted into a minutes/notes template.
https://docs.google.com/document/d/1zNy5vUZ8IUlec1_jkNvt1GGFZILgENB6eETuMv_pHH8/copy
https://docs.google.com/document/d/1UZ7UNFbBgXe8nituMy4SrYGbjuYPyj8Rv0l4Pe-
qiGY/edit?tab=t.0

For internal team meetings, project management tools like Asana or Trello have great meeting
agenda templates that you can use, and they are even categorized by meeting type. If your team
uses a project management tool, it’s more efficient to create your team meeting agenda’s there
where everyone can see it.
https://asana.com/templates/meeting-agenda
https://trello.com/templates/team-management/meeting-agenda-template-41uAOl7e

If you need to create an agenda from scratch, another great resource for customizable agendas
is Smartsheet.
Before moving on, take a look at each of these linked resources. You will choose one template to
complete part of your Milestone this week.
https://www.smartsheet.com/content/team-meeting-templates

Reference: Part of this write-up is inspired by: Asana

5.2.3 Mini-Project: Create a Meeting Agenda

Time to practice everything you just learned.

Read the next paragraph and follow the steps to complete this mini-project.
As part of your role as a Virtual Assistant for XYZ Company, you are tasked with creating the
agenda for the first weekly fundraising event planning meeting. This meeting will take place every
Monday at 2 PM GMT and is 1 hour long. Follow the steps below to complete this assignment:
Step 1
Download and Set Up Zoom:

 If you haven’t already, download Zoom from the Zoom Download Center and set up a
free account.

https://zoom.us/download

 Schedule a Zoom meeting for next Monday at 2 PM GMT. The meeting is 40 minutes.
 Your Zoom meeting “Topic” is Weekly Fundraising Planning Sync.
 Add the time and date.
 Click “Recurring Meeting” since this meeting is weekly.
 Do not add any participants. (However, in the real world, you can add participants’ email
addresses here). There is no need for this assignment.
 Under “Meeting ID” click on “Personal Meeting ID.”
 Turn the Video off for both the host and participants.
 Leave “Computer Audio” selected.
 Under calendar, select “Google Calendar.”
 Click on “Advanced Options” and select “Mute participants on entry.”
 Save your Zoom meeting.
 Copy the meeting link. You will add the link to this meeting to your agenda.

Step 2
Create the Agenda:

 Find a suitable Google Docs template for creating the meeting agenda. You can search
for a Google Docs template on link (for example this one) or use tools
like Smartsheet to find and customize a template.

https://www.google-docs-templates.com/docs-templates/meeting-
agendas/1muMVYT0Z66LHWm1LcQqh4B26jwvhxsx02qckqFxcVLo

https://www.smartsheet.com/content/team-meeting-templates
  Rename the template to: Your Name - VA Meeting Agenda - Date. For example: Ngoni
Katana - VA Meeting Agenda - 11/17/2024
 Ensure the template includes the following sections: we will walk you through
completing each section step-by-step.
o Meeting Details Section: Date, Time, Venue/Meeting Link, and Attendees.
o Opening Remarks
o Agenda Items: Detailed list of topics to be discussed, for example:
 Topic 1: Specify the topic - Presenter: Name of the presenter - Time
allocated: e.g., 5 minutes
 Topic 2: Specify the topic - Presenter: Name of the presenter - Time
allocated: e.g., 5 minutes
o Task Assignments: List tasks to be discussed and assigned, along with
responsible individuals and deadlines.
o Notes: Section for any important notes or observations during the meeting.
o Timelines: Section for deadlines and important dates related to the tasks and
projects discussed.
o Any Other Business (AOB): Time allocated to discuss any additional items not
covered in the main agenda.
o Closing Remarks: Summary of key points discussed, action items, and next
steps.

Step 3
Include Meeting Details in the agenda:

 Date: Add the date for next Monday.

 Meeting time: Monday at 2 PM GMT.
 Zoom link: Add the Zoom link you created to the agenda.
 Attendees:
o Head of Catering
o Head of Tech and Audio-Visual
o CEO (Team Leader)
o Finance Manager
o Head of Operations
o Virtual Assistant (to take notes)

Step 4
Agenda Items: Include the following items in the agenda:

 Opening Remarks by the Team Leader (2 minutes). This is a brief introduction by the
team leader to welcome participants and set the tone for the meeting.
 Previous Meeting Action Items Update. To discuss any updates on tasks assigned in
the previous meeting (10 minutes total).
 Update by Each Attendee except the CEO (5 minutes per participant). Each participant
(Head of Catering, Head of Tech and Audio-Visual, Finance Manager, and Head of
Operations) presents their action plan for the area they are heading. Make sure you list
each presenter and their time allocation on the agenda.
 AOB: Allocate time for any other business (5 minutes).
 Closing Remarks. Summary of key points and next steps by the CEO (3 minutes).
Step 5
Check Your Agenda for Effectiveness: Review your agenda to ensure it meets the criteria of an
effective agenda:

 Does it include all relevant meeting details, including the Zoom meeting link?
 Are facilitators assigned for each agenda item?
 Is there time to check in on action items from the last meeting?
 Are agenda items clearly defined and prioritized?
 Is there an estimated time allocated for each item?
 Does the agenda create a logical flow by grouping similar items together?
 Is there a section/time to recap and ensure everyone knows the action items from this
meeting and the person responsible?

Step 6
Save your Google Docs Agenda in your Google Drive. You will submit it as part of your Milestone
this week.

5.2.4 Taking Meeting Minutes/Notes

Minutes or Notes
Now that your client’s meeting efficiently took place because of the agenda you so skillfully put
together, it’s time to make a record of the meeting.
Meeting minutes, which are also informally called meeting notes, are a written record of a meeting.
They assist your client keep track of what was discussed, decisions that were taken, critical
information that was presented, and action items. Remember that meetings must be efficient, so if
anything was addressed at a previous meeting and a decision or action was taken, the status of
those items must be reported at the following meeting using the meeting minutes/notes.

Formal vs. Internal

Formal meetings, which are required by law to take place, such as annual general meetings, board
of directors meetings, finance committee meetings, or development committee meetings, will
normally refer to the summary of the meeting as minutes. Minutes are an official record of a
meeting. They are often used for legal purposes and can be shared with relevant stakeholders or
governing bodies, e.g., company auditors and company registration authorities.
Internal meetings between colleagues or teams within a company will normally refer to the summary
of the meeting as notes. Meeting notes record key decision points and actions for you and your
team to complete before the next meeting. If a company wants an internal meeting record to be
more formal, the summary for that internal meeting can also be referred to as minutes.
Guidelines for Capturing Meeting Minutes/Notes
Unless your boss/client explicitly asks you to capture verbatim (word-for-word minutes of who said
what), you should do your best to capture:

1. Discussion points
2. Key information
3. Decisions
4. Action items
5. Deadlines and responsible people

Minutes/notes don’t need to be long, complicated, or in fancy language. They just need to be
simple, clear, and accurate about the discussion and key takeaways. Anyone not in the meeting
should be able to read your minutes/notes and understand what transpired.
Typically, there is a due date that meeting minutes and notes need to be distributed to attendees. It
is usually shortly after the meeting, but the deadline for distribution varies by client,
organization, and meeting. Check in with your boss/client about how soon they expect you to
complete and share the minutes/notes. That way, attendees can read the minutes/notes, send
feedback, and work on any action items that fall on their plate.
As a VA, you must ensure that you draft the minutes in time for your client to review and provide
feedback and that you incorporate that feedback before sending the final version to your client for
timely distribution. Ask your client about these timelines so you know how to plan and pace
yourself.

Sssh!
What happens in a meeting stays in the meeting and can only be discussed with those who were
part of the meeting. The same is for meeting minutes and notes. They are both confidential records
of a meeting and should only be shared with people who were in the meeting and people invited to
the meeting but could not attend.
If someone else needs the minutes, that person should be pre-approved to receive a copy. When
unsure whether someone is approved to receive a set of minutes or notes, ask your client/manager if
you can share with the specific person.

5.2.5 Your Minute Taking Strategy

Tips for Taking Reliable Meeting Minutes/Notes
What will be your strategy for taking reliable meeting minutes or notes and staying
efficient? Will you use AI tools? If so, which one is the best?
Some VAs prefer to sit in the meeting and type or handwrite notes during discussions. If
the meeting is not being recorded, this is the best way to take meeting notes.
If the meeting is being recorded, you will have the option to type the meeting notes after
the meeting using the recording. Watch this short video for a few good tips on
handwriting minutes/notes while the meeting is taking place.
https://youtu.be/JJIiHeEd4ww

Taking Notes or Minutes with Apps (Thank you AI!)

AI-powered applications are increasingly popular among VAs because of their ability to
transcribe spoken words into text swiftly and accurately. These apps enhance efficiency
and ensure that meeting summaries are clear and comprehensive. Whether capturing
discussions in real-time or transcribing recorded meetings, AI apps are invaluable. The
best part is adding them to your Google Meet or Zoom call. Watch to learn more about
these tools here.
https://youtu.be/XpXJAOFsIAM

Minutes and Note-Taking Best Practices

 Always ask if the meeting is being recorded or if a note-taking app will be

linked to it. If not, ask if it is okay for you to record/link an app like Fireflies for
minuting purposes.
 Don’t record without your client’s permission. If you are not in the meeting,
ask the client to record it for you. Using a recording to write meeting
notes/minutes is called transcribing.
 If you are a pro at listening and typing simultaneously (#multitasker), then
taking minutes may take less time for you. If you need to stop the recording
to replay and listen to a conversation twice or so, then you will need an AI
app or more time to write.
 The average person will take 4 hours to transcribe 1 hour of
recording and that’s if the audio is clear and slow. As a rule of thumb - if you
have to manually type - set aside 2-3 hours of time to write minutes/notes for
a 30-minute meeting.
Explore AI Note-Taking Apps
1. Research Note-Taking Apps: Explore and choose two note-taking apps
designed for meeting transcription, such as Fireflies, Otter, or Read AI.
Research their features, Zoom or Google Meet compatibility, and user
reviews.
https://fireflies.ai/
https://otter.ai/
https://www.read.ai/

2. Select and Download an App: Choose one app that you like, and download
it from the respective app store or official website. Install the app on your
device.
3. Integrate with Zoom or Google Meet: Integrate the chosen app with Zoom
or Google Meet. Follow the app’s instructions to complete the integration.
4. Test the App: Use the app in one of your upcoming meetings on Zoom or
Google Meet to test if the app accurately captures the meeting discussion. If
you do not have a meeting where you can test the app, create a meeting in
Zoom or Google Meet (where the note-taking app is integrated) and start a
meeting by yourself. Record yourself talking for a minute or two and then see
if the app accurately captured what you said.
5. Share Your Experience: Share your experience with how well it took notes
with your squad on the Portal.

From the exploration you did of each app, which AI note-taking app is your favorite
based on transcription accuracy, ease of use, and overall experience? Share your
thoughts with your squad on the Portal.
Let us know!
 5.3 Internet Research
5.3.1 Research for VAs
5.3.2 Research with AI Tools
5.3.3 Internet Research

5.3.1 Research for VAs

What is Internet Research?
As a VA, you might be asked to research a topic or subject in the future. The
phrase Internet research is broad and could mean:
1) Informational Search: Doing a Google search to see what results come up, and
then possibly following several links to see what else is learned.
2) In-Depth Research: For a provided topic or research question, searching through
reputable or scholarly articles found online, reading them, extracting out key learnings
and/or data, and synthesizing the information in a report or presentation.
3) Data Compilation: Using the internet to find specific sought-after data (often spread
out in different locations) and then compiling it into one document or spreadsheet.
Because this type of research often involves data entry, we’ll share some more
examples in the next module on data entry.
It’s very important that you make sure you have a very clear understanding of the
requirements of what your manager/client is expecting before you embark on a task or
job.
How to Conduct Internet Research
Similar to defining a problem, planning your research as a Virtual Assistant (VA)
involves a set of key steps to maximize efficiency and effectiveness. Below are high-
level steps to guide your research process:

1. Define your goals, questions, and guesses. What do you want to achieve
with this research? What specific information will help you in your tasks?
2. Determine what you need to find. What kind of data or information do you
need? How should you present this information to others?
3. Identify your main sources of information. Find reliable sources with
trustworthy data. Are there specific experts or organizations known for their
insights?
4. Start gathering information. Use the right keywords to find reports, articles,
or studies. How many sources should you check to get enough information?
5. Check if your sources are reliable. Make sure the information you find is
trustworthy. Which sources give you consistent data? Which ones are
 reliable, for example, official organizational or government website, and
which ones are not.
6. Summarize your findings. Write down the most important insights from
your research. Present them clearly and effectively.
7. Review your goals and questions. Make sure your research answers your
initial questions and guides your next steps.

Research Walk Through

Take a look at this video, which shares tips on conducting informational research as a
VA.
https://youtu.be/DVe2ls8kMHs

You can use AI tools to gather preliminary information and verify it on other reputable
websites when conducting research. AI tools like ChatGPT can also help clean up your
report, correct grammar and typos, and improve overall structure.
The research template referenced in the video can be found here.
https://docs.google.com/document/d/1s3aSCOC3GaDJdCmkOVaYT5xM920B7613gEB
0WgLX5Cs/copy

Research Approach Example

Hope was asked to share a concrete example of something she was asked to research
and how she did it. In this video, she describes her approach to in-depth research.

https://youtu.be/wiv0Y3uQk78

5.3.2 Research with AI Tools

The Power of AI
Now that you understand the ethics of AI-based research and know what to look out for, let’s explore
how to effectively leverage these technologies as a VA.
As a principle, you should know that AI assistants like ChatGPT, Gemini, and Microsoft Copilot are
very powerful, but they cannot do the research for you. They are tools that assist you in the
research process, but the decisions about what is important and relevant must be made by you.
https://openai.com/index/gpt-4/
https://gemini.google.com/app
https://copilot.microsoft.com/onboarding

Leveraging AI Tools
Let’s say you’re beginning your research and need to identify relevant articles and research papers.
Google’s Bard can assist you in this process. Be aware that while some AI models can access
online content, others may not have real-time capabilities.
Once you’ve identified an article or paper to analyze, you can use AI tools to scan and extract
specific information, or provide summaries that aid in your research.
We encourage you to explore. Remember to use AI ethically and responsibly. There are no
shortcuts to thorough research, and AI is designed to support your efforts, not replace them �.

What factors contribute to the skepticism and challenges surrounding the ethical application of AI
tools in web research?
There are certainly many aspects to consider, but the primary challenges in ethically using AI tools
for web research stem from concerns regarding privacy, data bias, transparency, accountability,
misinformation, and regulatory challenges. Addressing these issues requires a collective effort to
establish ethical guidelines, promote transparency, safeguard data, and uphold user rights.

Best Practices When Researching With AI

Some standards and considerations you should bear in mind when using AI tools in your work
include:

 Full disclosure: Always disclose when your work is AI-assisted by citing your sources
correctly. Passing off AI-generated work as solely your own is discouraged.
 Transparency: Users should know that their data may pass through AI tools, a fact that
not all users may be comfortable with.
 Responsibility: Always use AI tools in a moral, ethical, and responsible manner.

There are also guiding principles to consider when using AI tools for web research:

 Use AI tools to supplement, not replace, human judgment: While AI tools can
enhance research, they should not substitute human decision-making. Evaluate AI
results carefully and apply critical thinking.
 Awareness of AI biases: AI tools are trained on real-world data that may contain
biases. Be mindful of these biases and take steps to mitigate them.
 Respect privacy: Use data collected by AI tools in ways that respect user privacy.
Obtain informed consent before collecting data and use it only for disclosed purposes.
What are the implications of not disclosing the use of AI tools in your work? Discuss this
question with your squad on The Portal. Alternatively, engage with ChatGPT or another AI tool of
your choice to explore their perspectives! Exciting times ahead!
 5.4 Data Entry & Expense
Tracking
5.4.1 Expense Tracking
5.4.2 Data Entry
5.4.3 Mini-Project: Research and Data Entry
5.4.4 Data Entry and Expense Tracking

5.4.1 Expense Tracking

Money
As the famous saying goes… Money makes the world go round! Accordingly, it must be carefully
managed and tracked in business.
A business’s ability to manage its resources and finances speaks volumes about its leadership
and going concern (its ability to stay in business).

Expense Tracking for VAs

Normally, in a company, each department is allocated a budget and the department’s manager
oversees how that budget is appropriately allocated and used. At the end of each month, a
department or office will have receipts that need to be summarized and shared with finance. Finance
will then use this information to update their records and, ultimately, the company’s overall financial
records.
VAs supporting executives or managers are normally tasked with the job of capturing
monthly expenses in a spreadsheet or some form of expense tracking application. Either way,
capturing expenses requires basic math and data entry.
Let’s watch this video to understand the initial setting-up and consideration when capturing
expenses for a client. Make sure you learn:

 The key steps that she shares:

 The information you need in addition to the amount.
https://youtu.be/gTKyJ_gtMfE

Did you catch the steps that were mentioned in the video?
Create a schedule of when you need all your client’s receipts so you can add them to the expense
tracker in time to submit them to the finance department. This means knowing the due dates of when
receipts need to be submitted to the finance/accounting department.
Create a folder where you and your client can share receipts. If there is no set system, Drive or
Dropbox are easy options for sharing documents with your client or manager.
Get approval from your client/manager before submitting the expenses to the finance department.
Confirm the total amount or number of receipts that you are submitting. It’s common for clients to
forget some receipts, and they can tell you if the figure sounds “off.”
Learn the company’s expense platform, for example, Expensify.

Expense Tracking Tool

Now we know that in addition to the amount, we also need information on the date, item
purchased, category, and merchant to correctly capture an expense. This information is important
as it will help the company’s finance team to capture expenses according to the time they took place,
their nature, and their purpose.
By now you are comfortable with Google Sheets and if not, we are certain you are working to
improve your skills. As expense tracking tools are robust and often customized to meet a companies
needs, the simplest yet effective platform you can learn to use to track expenses is Google Sheets.
We have a Google Sheets expense tracking tool that’s easy to use, and yes, we are happy to share
it with you for keeping. You know the drill by now, so let’s get to it - make a copy for yourself and
play around with the cells to understand how the sheet works. Here you go: Monthly Expense
Tracking Tool.
https://docs.google.com/spreadsheets/d/1FVeKjjkT3dPJYdiM_6E8rDNFvqx0md1boDcfLAuqau0/cop
y
https://docs.google.com/spreadsheets/d/1X22xzIUSIqmnniG914na3mVZamAd6A2tmaoxUGsrdI4/ed
it?gid=1703027662#gid=1703027662

Before you start using your own tracking tool for a client, first ask if they have a template or an app
that they use to track expenses. Chances are they already do, as this is something that is normally
set up by their finance team.
If they don’t have a system in place and you need a tool that captures more details than the tool we
shared, there are many Google Sheets templates online that you can download. A good place to find
free downloadable templates is smartsheet.com.
https://www.smartsheet.com/content/small-business-expense-templates

Activity: Track Your Expenses

Another famous saying says Charity begins at home. It will be easier to track someone else’s
expenses if you are accustomed to tracking your own. When was the last time you prepared a
monthly budget for yourself? Did you follow it or did you overspend? Do you know how much you
spend each month and on what? The expense tracking tool is an opportunity to find out.
Expense tracking does not require a minimum or maximum amount. All monies, no matter how
big or small, can be tracked.
While you work on impressing your client with your Google Sheets skills, get familiar with the tool
we’ve shared and use it to organize and track your personal finances.
For now, add the budget for the next 14 days (2 weeks). You can leave the expense part blank
and update it as you spend. Here are some example entries you can add to your expense tracker
to get started:

Date Description Budget Expense Category Merchant

10.08. Grocery shopping $150 (add amount as you spend) Food & Groceries Shoprite

11.08. Monthly rent $1200 Housing ABC Realty

12.08. Gas $60 Transportation Shell

13.08. Gym membership $40 Fitness Planet Fitness

14.08. Coffee with friend $10 Entertainment Java

At the end of two weeks, you must check if you managed to stick to your budget. Reflect on why or
why not. And whether having a budget in place makes spending more structured and traceable.
We will ask you to reflect on your experience with this activity in a couple of weeks. Happy
tracking!

5.4.2 Data Entry

Entry Tasks for VAs

Data entry is the process of typing information into a computer or database. This information
can come from paper documents, online forms, or other sources.
Virtual assistants often do data entry to help their clients keep track of important information.
Examples of data entry tasks include:

 Typing customer details into a system.

 Entering financial transactions into a spreadsheet.
 Updating inventory records.
 Recording survey answers.

Data entry needs accuracy and attention to detail to ensure the information is correct and useful.
The next videos capture the data entry experiences of VAs and the tools, hacks, and skills they
apply.

What is Data Entry

This video explains data entry for VAs and the skills needed to be effective at it. Please only watch
the first 5 minutes.
The last two minutes speak on how to find Data Entry jobs and we will cover this in Week 7. For
now, learn what the task requires so you have an understanding of whats needed when we learn
how to secure freelance online jobs in Week 7.
https://youtu.be/i-VPXbGek9E

The top skills for a data entry VA are the ability to use Google Sheets, the ability to use the internet,
typing speed, and attention to details.

Hope’s Experience
Hope shares her tips for data entry and tools to use.
https://youtu.be/0py_nL_wSKI

Online Research Apps for VAs

As a Virtual Assistant (VA), mastering online research is key to delivering valuable insights to your
clients. Here are some powerful tools and apps that can aid you in conducting efficient internet
research:
1. Google Search
Google remains the go-to tool for quick and comprehensive web searches. Utilize advanced search
operators to refine results and find specific information efficiently. Learn more about using Google
effectively in this video:
https://youtu.be/NYz7m88stJA

2. ChatGPT by OpenAI
ChatGPT is an AI-powered assistant that can help generate ideas, summarize information, and
answer complex questions. It’s particularly useful for preliminary research and generating insights.
Explore more about ChatGPT and its capabilities using this link.
https://chatgpt.com/?ref=dotcom

3. Gemini by Google
Gemini is a tool designed to explore trends and find insights across various topics.. It integrates data
from different sources to provide a comprehensive view. Learn how to leverage Gemini here.
https://gemini.google.com/app

4. Microsoft Copilot
Microsoft Copilot assists in generating code snippets, answering queries, and providing data
insights. It’s ideal for technical research and data analysis tasks. Explore more about Microsoft
Copilot here.
https://www.microsoft.com/en-us/microsoft-copilot/personal-ai-assistant

These tools are powerful aids in your research arsenal. Remember to use them responsibly and
always verify information from multiple credible sources before drawing conclusions.
Happy researching!

Keyboard Shortcuts
The previous video mentioned that when performing a data entry task one needs to be fast and
attentive to details. The beauty of laptops and desktops is that they come with keyboard shortcuts
you can use to make common functions like typing, copying, and pasting faster. These shortcuts
become handy when working with large amounts of data.
Here are a few keyboard shortcuts that can give you twice the speed.
Ctrl+ F (on PC) or Command (⌘) + F (on Mac) allows you to find the text very quickly. So, it’s a
great way to go to a certain spot on a page. Try it right now!
Hit the Control (Ctrl) or Command (⌘) key at the same time you hit the “F” key. In the pop-up
window, type “Shortcut.” You should see the word Shortcut highlighted on your screen.
Other keyboard shortcuts you can use to make computer data entry (and research) tasks easier are:

Action PC Mac

Copy text Ctrl + C Command (⌘) + C

Cut text Ctrl + X Command (⌘) + X

Paste text Ctrl + V Command (⌘) + V

Think About It:

You already completed data entry this week. Which activity(s) did you do this week that are forms of
data entry?
What other keyboard shortcuts can you use on your computer to make data entry easier and faster?
For example, Ctrl + B to bold text that you want to stand out.
To memorize these shortcuts so you work faster on your keyboard, make a list of these shortcuts
and stick it somewhere you can see it every day, for example, your workstation or desk.

5.4.3 Mini-Project: Research and Data Entry

Project Details
Read the next paragraph and then follow the provided steps to complete this mini-
project.
Your new client, Mr Agiye, has been invited to speak at the annual Mayors’ Conference
in California, USA. This year the conference is focused on the importance of communal
parks in big cities. He asks you to research and compile a report on the 10 largest cities
in California (by population). He wants the information for each city presented in one
Google Sheet document. The details he needs to appear for each city are:

 City name
 Geographical size in square miles (mi2)
 The number of public parks in the city
 The city population as of last year
 A bar chart that shows the number of parks in each city and the city’s area in
square miles

Mr Agiye shares with you an example of a table and a graph that was previously done in
Google Sheets for a similar assignment. Here it is.

He likes the format very well and encourages you to create something similar and even
better. Here is what you need to do.
Step 1
Open a blank Google Sheets document and rename it to: Your name - Research on
Parks and Cities in California - Date. For example: Shama Fadzai - Research on Parks
and Cities in California - 11/17/2024.
Step 2
Conduct internet research (data consolidation research) to find:

 The 10 largest cities in California

 The required information for each city as follows - you may have to search
multiple sources to find all of the information you are looking for:
o City name
o Geographical size in square miles (mi2)
o The number of parks in the city
o The population as of last year
You can use AI tools like Gemini or ChatGPT to assist in your research. Be sure to
check the details on a reputable website, like an official government or statistics
website.

Step 3
Enter this information in your Google Sheets document. Clearly label the rows and
columns. (Each city should have its own row.)

Step 4
Use the table to create a clearly labeled column chart (aka bar graph). Be creative with
it, change colours, make it 3D, etc.

Step 5
Below your table, add your sources of information. There is no specific format required,
all you need to add are all the links to the website you used to find the information. Each
source should appear on its own row.

Step 6
Save your Google Sheets in your Google Drive. Make sure all of your work fits and is
clearly visible. Keep it safe; you will be submitting it as part of your Milestone this week.

Step 7
Write a short reflection on your experience with:

 The research process - was it challenging or straightforward? Why?

 Entering data in Google Sheets
 Creating a column chart in Google Sheets
 What you learned
 What you’d like to improve on

You are also encouraged to share this information with your squad!

Hurray! You’ve done it again and completed another key section on Internet Research
and Data entry. Well Done!
 5.5 Soft Skills Part 3
5.5.1 Emotional Intelligence
5.5.2 A VA with Empathy
5.5.3 VA Skills Tracking Take 2
5.5.4 Empathy In Action
5.5.5 Soft Skills 3

5.5.1 Emotional Intelligence

A Must-Have Skill for VAs

“Truly effective leaders are also distinguished by a high degree of emotional intelligence.” - Daniel
Goleman
Remember what Fred Swaniker said in Week 1? A VA is “the most influential person in a room, in
secret”. You lead from behind. That means, as a leading VA, Emotional Intelligence is a must-have
skill.
So far, we’ve covered essential hard skills like travel management, project planning, and meeting
management. These skills are crucial for performing your role efficiently.
However, to truly excel as a Virtual Assistant, it’s equally important to develop soft skills such as
communication, resourcefulness, managing up and emotional intelligence. While hard skills help you
complete tasks, soft skills enable you to navigate interpersonal dynamics and build strong
relationships.
You learned most soft skills in Week 2. We will wrap up this week with lessons on Emotional
Intelligence, Empathy and Problem Solving.
Emotional Intelligence
Emotional intelligence bridges the gap between technical proficiency and human connection.
It involves understanding and managing your own emotions, as well as recognizing and influencing
the emotions of others, including your manager and clients. As a VA, enhancing your emotional
intelligence skills will improve your work interactions, client satisfaction, and problem-solving
abilities.
This 3-minute video defines and shares 4 aspects of emotional intelligence. Watch and answer
the questions that follow:

 What is emotional intelligence?

 What are the 2 things that determine our decisions?
 What are the 4 simple aspects of emotional intelligence?

https://youtu.be/weuLejJdUu0

Let’s Recap. What are the 4 simple aspects of emotional intelligence?

The 4 aspects of emotional intelligence as mentioned in the previous video are:

 Using emotions to facilitate your thoughts: for example, knowing when you’re feeling
anxious or nervous so that you don’t let it affect your judgment going into an interview.
 Managing your own emotions: for example, the ability to manage disappointment, so
that you can continue to make progress and not be discouraged by one failure.
 Ability to perceive others’ emotions: for example, knowing if the other person is
feeling overwhelmed so that you can adapt your communication accordingly.
 Understanding others’ emotions and their associated patterns: for example,
knowing when a potential client might be most likely to accept an offer you make.

Emotional Intelligence Expanded

Society uses different words and approaches to explain the same concept. This makes it easier for
everyone to understand.
Harvard Business Review uses simpler words to explain these 4 categories of Emotional
Intelligence:
  Awareness of self
 Managing self
 Awareness of others
 Managing relationships with others

This is very helpful in categorizing our daily actions and making better decisions. These 4 elements
are then further subdivided.

OPTIONAL: If your curiosity is ignited and you want to learn more about each of these elements, you
can read this optional HBR article on Emotional Intelligence.
https://hbr.org/2017/02/emotional-intelligence-has-12-elements-which-do-you-need-to-work-on
Reflect:

Take a look at the above chart again. Write each word down. Reflect on each word and ask yourself
what you think it means. Rate how well you practice each of the 12 aspects on a scale of 1 to 5, with
5 being “very well” and 1 being “need to significantly improve”.

5.5.2 A VA with Empathy

What is Empathy?
One aspect that defines an effective leader is the ability to be aware of the people you interact with.
To do this, one must be able to relate to the feelings, needs, and experiences of others.
Empathy is a specific aspect of Emotional Intelligence. Empathy involves the ability to sense and
understand the emotions of others, imagining how they might feel in a given situation.. These
people include your colleagues, manager, clients or company stakeholders that you interact with as
a VA.
To understand empathy, start by watching Dr. Brene Brown’s three-minute video, ‘What is Empathy?
https://youtu.be/1Evwgu369Jw

The Importance of Empathy

Empathy is crucial for effectively applying the principles from Week 2’s lessons, Learn Your
Person and Upward Management. It also play a crucial role when you are solving problems or
attending to specific tasks for your manager or client.
The Importance of Empathy video below, by Lifehacker, shares more context on why empathy
matters.
https://youtu.be/1Evwgu369Jw

5.5.3 VA Skills Tracking Take 2

You’ve made it through a LOT of content and sharpened so many skills. The fact that you are here
means you’ve made progress in leaps and bounds.
Now that you understand the most important hard skills and tools needed to be a VA, please update
your skills tracker to see which skills and tools you think you are on point with and which ones you
need to work on most.

1. Open your saved Skills Tracker.

2. Before you update it, take a screenshot or print a .pdf copy of your current Skills Tracker
so you have a record of what your skills tracker looked like in Week 2.
3. If you no longer have your Week 2 skills tracker, you can create a new copy.

https://docs.google.com/spreadsheets/d/1ifgEEBH0Evdo3HOIJwFFG6_eljI_dlKrGvjOjcO4C
7I/copy

https://docs.google.com/spreadsheets/d/1ZMN7aVMb0K6ymSmMZH0HqcyJvMQMRMShA
NeVqUAkqSg/edit?gid=1499130837#gid=1499130837

4. Follow the directions in the sheet to update and rate your skills in all the skill and tools
you have learned and practices so far.
5. Save your updated skills tracker in your Google Drive. You will submit it as part of your
Milestone this week.

Reflect:

1. Reflecting on your highest-rated skills (rated 5 - Exceptional), what recent

achievements highlight your exceptional skills in these areas? How can you use
these strengths to take on more challenging tasks or support new projects as a Virtual
Assistant?
2. Looking at the areas for improvement (rated 2 or below - Need to Grow), in which
specific skills do you see the most room for improvement? What steps will you
take to enhance these skills to better support your team and clients?
3. Based on your updated Skills Tracker, what are your top three priorities for skill
improvement? How will mastering these skills enhance your effectiveness and
contribute to your career growth as a Virtual Assistant?

5.5.4 Empathy In Action

Empathetic Problem Solving
Empathetic problem-solving is the ability to really understand and feel another
person’s perspective on a situation, conflict, or issue.
Take a look at these examples of tasks done with empathy and without.
Travel Planning WITH Empathy
Hotel Booking: The VA asks about any specific requirements or preferences for
the hotel stay, such as location, amenities, and budget. The VA notes that the
manager prefers a quiet room to rest before important meetings. The VA confirms
the booking and provides the manager with detailed information.
Travel Planning WITHOUT Empathy
Hotel Booking: The VA does not ask for detailed preferences or specific
requirements for the hotel stay. The VA proceeds with booking a hotel based on
basic criteria such as proximity to the meeting location and budget? The VA then
sends a brief email: “I’ve booked your hotel for the trip.”
Meeting Management WITH Empathy
Scheduling Meetings: Before booking meetings, the VA checks with the manager
about the most current priorities, preferred meeting times, and any need for
breaks or uninterrupted focus time. Meetings are spaced out thoughtfully,
allowing the manager to take breaks and focus on key priorities.

Meeting Management WITHOUT Empathy

Scheduling Meetings: The VA schedules meetings based solely on calendar
availability and meeting requests without considering the manager’s workload or
need for breaks or focus time. Meetings are scheduled back-to-back throughout
the entire day without any gaps.

Think about these next two questions and share your thoughts with your Squad in one
or two sentences.
What does empathy mean to you?
As a VA, why is it important to be empathetic in your work?
Let us know!
BONUS CONTENT: Empathy in Your Job Search
Next week we shift gear and start learning about the various avenues of work for Virtual
Assistant. Empathy is just as crucial when searching for a job. It means
understanding the employers needs and priorities to tailor your application, resume, and
interview responses effectively.
It allows you to connect personally with interviewers through attentive listening and
thoughtful responses, showcasing your interpersonal skills and ability to contribute
positively.
Finally, empathy towards yourself involves recognizing strengths and weaknesses,
learning from setbacks, and adapting your approach to navigate challenges in your job
search.
With that in mind, next week, you will learn about the job market and the holistic set of
career readiness skills that will help you land VA work.
 5.6 Week #5 Milestone: Internet
Research and Meeting Management
5.6.1 Week #5 Milestone: Data Entry, Meetings and Skills Map
5.6.2 Week #5 - Recap Quiz

5.6.1 Week #5 Milestone: Data Entry, Meetings

and Skills Map
  Novice
 Weight: 5
 Project over - took place from Oct 21, 2024 2:00 AM to Oct 29, 2024 2:00 AM
 An auto review will be launched at the deadline

In a nutshell…

 Auto QA review: 3.0/3 mandatory

 Altogether: 100.0%
o Mandatory: 100.0%
o Optional: no optional tasks

Data, Research and Meetings

We hope you thoroughly enjoyed learning new skills this week. We would love to know your
progress through these two mini-projects.
Here is what you need to do to complete this week’s Milestones.
STEP 1: COMPLETE YOUR MEETING MANAGEMENT MINI-PROJECT
You should have already completed steps 1 - 5 below and created your travel pack as part of this
project earlier this week.
Project Details
As part of your role as a Virtual Assistant for XYZ Company, you are tasked with creating the
agenda for the first weekly fundraising event planning meeting. This meeting will take place every
Monday at 2 PM GMT and is 1 hour long. Follow the steps below to complete this assignment:

1. Download and Set Up Zoom:

o If you haven’t already, download Zoom from the Zoom Download Center and set up a
free account.
o Schedule a Zoom meeting for next Monday at 2 PM GMT. The meeting is 40 minutes.
o Your Zoom meeting “Topic” is Weekly Fundraising Planning Sync.
o Add the time and date.
o Click “Recurring Meeting” since this meeting is weekly.
o Do not add any participants. (However, in the real world, you can add participants’
email addresses here). There is no need for this assignment.
o Under “Meeting ID” click on “Personal Meeting ID.”
o Turn the Video off for both the host and participants.
o Leave “Computer Audio” selected.
o Under calendar, select “Google Calendar.”
o Click on “Advanced Options” and select “Mute participants on entry.”
o Save your Zoom meeting.
o Copy the meeting link. You will add the link to this meeting to your agenda.
2. Create the Agenda:
o Find a suitable Google Docs template for creating the meeting agenda. You can search
for a Google Docs template on link (for example, this one) or use tools like Smartsheet
to find and customize a template.
 o Rename the template to: Your Name - VA Meeting Agenda - Date. For example: Ngoni
Katana - VA Meeting Agenda - 11/17/2024
o Ensure the template includes the following sections: we will walk you through
completing each section step-by-step.
o
 Meeting Details Section: Date, Time, Venue/Meeting Link, and Attendees.
 Opening Remarks
 Agenda Items: Detailed list of topics to be discussed, for example:
 Topic 1: Specify the topic - Presenter: Name of the presenter - Time
allocated: e.g., 5 minutes
 Topic 2: Specify the topic - Presenter: Name of the presenter - Time
allocated: e.g., 5 minutes
 Task Assignments: List tasks to be discussed and assigned, along with
responsible individuals and deadlines.
 Notes: Section for any important notes or observations during the meeting.
 Timelines: Section for deadlines and important dates related to the tasks and
projects discussed.
 Any Other Business (AOB): Time allocated to discuss any additional items not
covered in the main agenda.
 Closing Remarks: Summary of key points discussed, action items, and next
steps.
3. Include Meeting Details in the Agenda:
o Date: Add the date for next Monday.
o Meeting time: Monday at 2 PM GMT.
o Zoom link: Add the Zoom link you created to the agenda.
o Attendees:
 Head of Catering
 Head of Tech and Audio-Visual
 CEO (Team Leader)
 Finance Manager
 Head of Operations
 Virtual Assistant (to take notes)
4. Agenda Items: Include the following items in the agenda:
o Opening Remarks by the Team Leader (2 minutes). This is a brief introduction by the
team leader to welcome participants and set the tone for the meeting.
o Previous Meeting Action Items Update. To discuss any updates on tasks assigned in
the previous meeting (10 minutes total).
o Update by Each Attendee except the CEO (5 minutes per participant). Each participant
(Head of Catering, Head of Tech and Audio-Visual, Finance Manager, and Head of
Operations) presents their action plan for the area they are heading. Make sure you list
each presenter and their time allocation on the agenda.
o AOB: Allocate time for any other business (5 minutes).
o Closing Remarks. Summary of key points and next steps by the CEO (3 minutes).
5. Check Your Agenda for Effectiveness: Review your agenda to ensure it meets the criteria of
an effective agenda:
o Does it include all relevant meeting details, including the Zoom meeting link?
o Are facilitators assigned for each agenda item?
o Is there time to check in on action items from the last meeting?
o Are agenda items clearly defined and prioritized?
o Is there an estimated time allocated for each item?
o Does the agenda create a logical flow by grouping similar items together?
 o Is there a section/time to recap and ensure everyone knows the action items from this
meeting and the person responsible?
6. Save your Google Docs Agenda in your Google Drive.
7. Follow the SUBMIT instructions below.

STEP 2: COMPLETE YOUR INTERNET RESEARCH MINI-PROJECT

You should have already completed steps 1 - 6 below and created your travel pack as part of this
project earlier this week.
Project Details
Your new client, Mr Agiye, has been invited to speak at the annual Mayors’ Conference in California,
USA. This year the conference is focused on the importance of communal parks in big cities. He
asks you to research and compile a report on the 10 largest cities in California (by population). He
wants the information for each city presented in one Google Sheet document. The details he needs
to appear for each city are:

 City name
 Geographical size in square miles (mi2)
 The number of public parks in the city
 The city population as of last year
 A bar chart that shows the number of parks in each city and the city’s area in square miles

Mr Agiye shares with you an example of a table and a graph that was previously done in Google
Sheets for a similar assignment. Here it is.

He likes the format very well and encourages you to create something similar and even better. Here
is what you need to do.

1. Open a New Google Sheets Document

Open a blank Google Sheets document and rename it to: Your name - Research on Parks and
Cities in California - 11/17/2024. An example is Shama Fadzai - Research on Parks and Cities
in California - 11/17/2024.
2. Conduct Internet Research
Conduct internet research (data consolidation research) to find:
o The 10 largest cities in California
 o The required information for each city as follows - you may have to search multiple
sources to find all of the information you are looking for:
 City name
 Geographical size in square miles (mi2)
 The number of parks in the city
 The population as of last year

You can use AI tools like Gemini or ChatGPT to assist in your research. Be sure to check the
details on a reputable website, like an official government or statistics website.

3. Enter Information in Google Sheets

Enter this information in your Google Sheets document. Clearly label the rows and columns.
(Each city should have its own row.)
4. Create a Column Chart
Use the table to create a clearly labeled column chart (aka bar graph). Be creative with it,
change colors, make it 3D, etc.
5. Add Sources of Information
Below your table, add your sources of information. There is no specific format required, all you
need to add are all the links to the website you used to find the information. Each source
should appear on its own row.
6. Save this Google Sheets in your Google Drive.
7. Follow the SUBMIT instructions below.

STEP 3: COMPLETE YOUR SKILLS TRACKER - PART 2

You should have already updated your Skills Tracker by now. If not, reflect and update your Skills
Tracker using the instructions below.

1. Open your saved Skills Tracker.

2. Before you update it, take a screenshot or print a .pdf copy of your current Skills Tracker so you
have a record of what your skills tracker looked like in Week 2.
3. If you no longer have your Week 2 skills tracker, you can create a new copy.
4. Follow the directions in the sheet to update and rate your skills in all the skill and tools you
have learned and practices so far.
5. Save your updated skills tracker in your Google Drive.
6. Share your updated Skills Tracker with us by following the SUBMIT instructions below.

STEP 3: SUBMIT
You must submit links to your Research Data Sheet, Meeting Agenda and Skills Tracker in the
tasks below. Here is what you need to do:

1. Make sure all three documents are saved in your Google Drive.
2. Find your Research Google Sheets and open it
3. Click Share in the top right corner. A window will pop up.
4. Under General Access, change the access from Restricted to Anyone with the Link.
5. Click the Copy Link button to copy the URL link for your file.
6. Submit the link to your Research Data Sheet in the “Submit your Research” Task below.
7. Do the same for your Meeting Agenda: find it in your Google Drive > change the sharing
access to “Anyone with the Link” > copy the link and submit the link to your Meeting
Agenda in the “Submit your Meeting Agenda and Notes” Task below.
8. Do the same for your Skills Tracker: find it in your Google Drive > change the sharing access to
“Anyone with the Link” > copy the link and submit the link to your Skills Tracker in the
“Submit your Skills Tracker” Task below.
9. Make sure you submit each link in the right task.

5.6.2 Week #5 - Recap Quiz

Overview
Question Result

1. correct

Paulo, has a busy schedule today. He needs to join an important client meeting via
Google Meet. He is tempted to take the call while driving to save time. He asked you
what he should do. As his colleague, you need to advise him on the best course of
action.
Which of the following options should you recommend to Paulo regarding taking the
important client meeting call?

2. correct
Which of the following is a specific detail you should retrieve from a receipt when
recording an expense on an expense tracking system?

3. correct
Neo just discovered her passion for DJing. During a work call you were leading, she
joined with her mic on so everyone could hear her latest creation.
As the VA hosting the meeting, how do you appropriately address Neo’s actions?

4. correct
Who is practicing Empathy?

5. correct
Sara, a VA, needs to create an effective agenda for a client’s upcoming meeting.
What should Sarah include in the meeting agenda to ensure it is effective?

6. correct
Alex, a virtual assistant, is organizing a meeting for their client, who believes that an
agenda is unnecessary and prefers to keep the meeting informal. Alex needs to explain
the importance of having a meeting agenda and what an effective one looks like.
Why should Alex ask to have a meeting agenda for the upcoming meeting?

7. correct
 Question Result

You are tasked with gathering data about temperature changes in Dakar over the past 10
years for a client’s research project. You need to quickly locate this information on
various websites and note down the temperature values in degrees Celsius.
How do you efficiently gather temperature data about Dakar from different websites?

8. correct
Meeting minutes or notes must be…

9. correct
_ _ _ _ is one of the 4 simple aspects of emotional intelligence.

10. correct
Alice is assisting her manager, Tom, who plans to travel to France for an upcoming
business conference. Tom needs to know the latest visa application requirements for
France.
What is the best place for Alice to find up-to-date and reliable visa application
requirements for a country?
Week 6
 6.1 Welcome to Week 6
6.1.1 Welcome to Week 6!
6.1.2 Looking Ahead: Week 6 Milestone and Recap Quiz 6
6.1.3 Welcome to Week 6

6.1.1 Welcome to Week 6!

Presenting Yourself to the World
This week, we focus on polishing your career readiness and self-presentation skills. It’s
one thing to have the skills to be a VA; it’s another to articulately demonstrate them to
those making hiring decisions. Let’s talk about Week 6 in this video overview.
https://youtu.be/tFdn88HpjF8

Transcript
Hi everyone, it’s me, Prudence. Can you believe it’s already Week 6
You’ve spent the past 5 weeks mastering your VA skills. This week, we shift focus, and
teach you how to present and demonstrate your capabilities to hiring decision-makers.
You will sharpen your skills to find work as a VA, whether as a contractor freelancer, or
as an employee at an organization. We’ll talk about the pros and cons of each option,
and share a career planning toolkit with resources where you can look for jobs and
contract work.
You will start gathering and improving the items you need in your career toolkit. You will
work on three main assets: your resume, cover letter, and LinkedIn profile. These
assets, especially your resume, are the first impression that a prospective employer or
client has of you.
In most cases, hiring managers have a huge pile of resumes to review in a limited time.
So you must make sure you stand out.
We provide you with templates and guide you through exercises to create a strong
cover letter and resume, that are tailored to specific jobs you apply for. You will also
create a strong LinkedIn profile.
The second part of the week is focused on building your skills in networking.
Many people find the idea of networking intimidating and off-putting, but it is really about
being an active member of a community of people who mutually support one another.
We’ll share practical guidelines on how to build and strengthen your connections while
being authentically you. For most people, connections play a critical part in advancing
their careers.
After the networking lesson, you will start preparing for Week 7. In Week 7 you will
volunteer your VA services to people in your network to gain practical, hands-on VA
experience. Week 6 is an important week to decide who you will contact and offer your
VA services.
The finish line is in sight, so keep pushing. All the best with Week 6.
This week, you will:
Build your job search toolkit: resume, cover letter and LinkedIn profile.
Map out the people who are in your network to see who you can connect with.
Prepare to volunteer your VA services to people in your network. This will help you gain
practical, hands-on VA experience

6.1.2 Looking Ahead: Week 6 Milestone and

Recap Quiz 6
This week, you have 3 mini-projects, all focused on perfecting your career readiness and job search
skills.
Week 6 Milestone
Week 6 Milestone is due at the end of the week. You will find complete, detailed instructions on the
Milestone submissions page. Week 6 Milestone will consist of three submissions. A working URL
(link) to your:

 Resume
 Cover Letter
 LinkedIn Profile

Complete each mini-project right after you have completed the related section of content.

Recap Quiz 6
Recap Quiz 6 will test your knowledge of all the topics this week. You should have studied each
topic, and completed all activities before attempting to take the Recap Quiz.
Recap Quiz 6 is also due at the end of this week.
You must score 70% or higher on the test to pass.
If you take the quiz and score under 70%, you may retake the quiz until you get a passing score.

Finding Your Week 7 Practice Opportunity

Just like with learning to play the piano, you need to practice to perfect and master a skill. So next
week (Week 7) you will gain practical experience by completing VA tasks for individuals in your
network.
You will need to reach out to your chosen connections this week (Week 6) to let them know that
you are available to complete short administrative tasks that can be done remotely next week during
your Week 7. You will share this Google Form and invite those in your network to complete it with
specific tasks they want you to do for them. Make sure you create a personal copy of this
form before you send it out to your network, otherwise others might be able to see your work.
https://docs.google.com/forms/d/1bVHz9SH-NCcKDMz63htcVeCCNJ8i_t3ZYsGdFGgZyms/copy
https://docs.google.com/forms/d/1eiPM5WojsKz_9LYCKRwJirz0bDKtzx3mhc1ldFeFUHs/edit

Make sure you study the networking module to better understand reaching out to those in your
professional community. We have also added a module called Preparing for Week 7, which has all
the guidelines you will need to reach out to your community.
You must complete at least 1 task in Week 7. You can do as many tasks as you want as long as
you do them all well. Quality over quantity!
Cast a wide net! Treat this as an experiment and an opportunity to learn and gain VA experience.
 6.2 Finding Employment
6.2.1 The Game of Employment
6.2.2 The Job Market
6.2.3 Places to Look for Job Postings
6.2.4 Hear from Hiring Managers
6.2.5 Finding Employment

6.2.1 The Game of Employment

Strategies to Find Employment
You might be thinking, “But I have tried those sources, and it has been so hard to find a job still.”
Don’t worry; we are here to help.
A lot of people just plunge into looking for jobs without proper preparation, and that’s why they are
not getting the results that they want. But your case will be different because, in the coming weeks,
you will be learning about skills that will help you stand out and get the kind of job you want.
Not all jobs are created equal, nor do all people get jobs in the same way. There are many
different companies and organizations that employ people, and each has its own unique needs,
processes, and work culture.
A government office, for example, may have very rigid, bureaucratic hiring procedures, fixed pay
scales, consistent work hours, and a dress code. Whereas a tech start-up may be able to hire
someone based on one person’s recommendation, be open to negotiating compensation, allow for
working from home night or day, and welcome casual dress.
The process of getting a job in a government office versus a start-up is going to look very
different. Understanding the context is part of the game. You must understand as much as you
can about the company or organization doing the hiring to be able to present yourself as a fit for
what they are looking for.

The Three Strategies of Finding Employment

In the next two weeks, we will share three main “games” or strategies that you can use to get a job:
1) The Numbers Game: Searching through job boards and applying to a large number of jobs using
a resume and cover letter quick-tailoring process. [Featured Week 5]
2) The Networking Game: Reviewing all of the people connected to you and skillfully
communicating to them your skills and availability for work.
3) The Making Opportunities Game: Making connections with people in organizations that you are
interested in that don’t have a specific job opening posted, and offering your help in creative ways
that show your unique value and may lead to employment in the future.
These strategies are aimed at finding employment, but many elements of them work equally well for
finding contract work.

The Numbers Game

This traditional strategy involves scouring job boards, finding a large number of jobs, and quick-
tailoring your resume and cover letter to apply for many of these positions. This is probably the
most typical job search approach that people take. As a general rule, the more applications you
submit, the higher the probability that you will land an interview.
The first tip to doing well at the numbers game is to develop a mindset that allows you to Cast a
Wide Net.
The second is to know where to find open roles. And the three main places are:

 Job Boards
 Company Websites
 Networking

We’ve also compiled lists of specific sources in this Personal Career Workbook. It has a “Country
Specific Job Boards” tab and a “Remote Working Sites” tab. Make a personal copy, explore each tab
and save it for future reference.
https://docs.google.com/spreadsheets/d/1KwPme4dZJqdhuIINDM5VA0mn0i0lnnVMurMgPsJc-
BM/copy
https://docs.google.com/spreadsheets/d/1QEyVvl5HivlsW9o57J8-
33CqJSezJF8AKTSxr5syGEc/edit?gid=1400499999#gid=1400499999

Before you start using the workbook, let’s break down each of these sources.
Although we typically reference this strategy as one for finding employment, many of the exact
same principles apply to finding clients if you are seeking contract work.

6.2.2 The Job Market

You have learned almost every skill listed on the Skills Tracker. We have covered the core tech
skills, soft skills, and essential AI applications necessary to kickstart your career as a Virtual
Assistant (VA).
The skills map includes a few more skills that you can learn on your own using the core skills you
learned in the past few weeks. The key to success is continuous learning.
As you progress, aim to turn all items on your skills map green. This ongoing development will
ensure you remain competitive and effective in your role.
Now, let’s shift gears and jump into a topic many of you have been eagerly anticipating: the VA job
landscape and how to best present yourself as a Virtual Assistant.

Employment or Contracting (Freelancing)

What is the Difference
When you are employed by an organization, you have certain rights and benefits. Your employer
also has more authority over what they tell you to do. Typically, when you are employed, the
employer guarantees a set number of hours each week, and gives you specific direction on what
they need you to do and what the outcomes are. Employment is also expected to continue
indefinitely, and there are usually agreements made upfront about how the end of employment
(“termination”) would come about.
Some employers are “at will,” meaning either party can end employment anytime. However, some
employers have agreements/contracts that either party must provide some amount of notification
(typically 14-30 days) prior to terminating employment. In some locations, an employer must have a
valid reason for terminating employment. So please read any contract carefully to understand these
elements before signing it.
When you are a contractor (or freelancer), your relationship with a person or organization is a little
different. You are technically your own boss, and you have more control over what kind of projects
you accept, where you work, and how much you work. When you are an employee, you typically get
paid automatically at certain time intervals (for example, every 2 weeks).
When you are a contractor, you typically must send a bill (or invoice) to your client to be paid. The
work you take on for any client varies by project size. It could last a few hours of work, several days,
or weeks. Usually, there is no obligation to continue working with the client once that project is
complete.

Pros and Cons of Employment vs Contracting

There are pros and cons to each work route and there is no one right answer. Employment generally
provides more stability and predictability, and you typically work with the same person or a few
people over a longer period of time. Contracting provides more freedom but less predictability, and
you typically work with multiple clients at once for varying durations of time.
You can choose to pursue both options simultaneously, and see which one pans out first. Or you
may decide that one route or the other is best for you and only pursue that option. Regardless of the
path you choose, having a strong cover letter, resume, and LinkedIn profile is essential. These
tools will help you find the employment or contract work situation that you most want.
Trying to find employment and/or clients is hard work and can feel frustrating. This process is one
where it really helps to apply a growth mindset and grit. Every step along the way can be an
opportunity to learn and grow.

Key Differences: Contractor (Freelancer) vs Employee

This helpful infographic summarizes the key difference between operating as a contractor
(freelancer) and as an employee.
Employment or Contracting. What is Right for You? Take a moment to consider these next
questions.
As you weigh the decision between employment and contracting (freelancing) as a Virtual
Assistant, consider:

 What level of job stability am I seeking, and how important is predictability in my work
schedule?
 Do I prefer the freedom and autonomy of managing my own projects and clients, or
the structure and guidance provided by an employer?
 How does each option align with my long-term career goals and desired work-life
balance?
 What are the financial implications of each choice, including income stability, benefits,
and tax considerations?
 Am I prepared for the responsibility of managing multiple clients and projects
simultaneously as a freelancer?

6.2.3 Places to Look for Job Postings

Job Boards
A job board is a website that deals specifically with employment or careers. Many job
boards are designed to allow employers to post job requirements for a position to be
filled. Other job boards offer employer reviews, career and job-search advice, and
describe different job descriptions or employers. Through a job website, a prospective
employee can locate and fill out a job application or submit resumes over the Internet
for the advertised position. Job boards vary from country to country.
Examples of popular job boards include: Jobberman, Indeed, and CareerJet. We
added an extensive list to the Personal Career Workbook.
We encourage you to add job boards that you also use that may not already be on the
list. As mentioned in the previous lessons, it is important to explore as many job
opportunities as possible, so take advantage of this list.
Company Websites
Most businesses have a designated “careers” or “jobs” page. Some companies have
thousands of jobs listed, while others only have a few. If available, try typing your
desired job title into the search bar to see if any results appear.
If you are open to a variety of job positions, you may try typing in the broad career term
or searching by the department. If you can’t find a careers page, try contacting the
company directly. Ask to speak with the human resources department to inquire about
potential job positions.
For example, you might have companies that you are already interested in, that already
have career pages.
Below are some examples of company career pages:
  Google: https://careers.google.com/

https://www.google.com/about/careers/applications/

 Coca Cola: https://careers.coca-colacompany.com/

https://careers.coca-colacompany.com/

Networking
Networking is a main job search strategy on its own, but it also forms part of the
Numbers Game. People in your network and circle can be very helpful resources when
looking for jobs and can help you make targeted job applications, making it easier to
find opportunities and connect with potential employers.
There is a full module on the Networking Game later this week.

Job Search Tracker

When you’re playing the Numbers Game and applying to a large number of jobs
(and/or when having conversations with several potential clients), it’s easy to forget
what you’ve applied for, when you applied, what information you’ve shared, and what
version of your resume/cover letter you submitted. You need a tool to help you organize
and remember your application activities. This is where a job search tracker comes in.
A job search tracker is a spreadsheet that you can use to record and keep track of all
your job applications (whether in progress or submitted). We’ve provided one for you in
the “Job Tracker” tab of your Personal Career Workbook.
We STRONGLY recommend you use it, or create something similar that works even
better for you.
Benefits of using a Job Search Tracker:

 Helps you organize your job application process.

 Reduces the amount of information you have to remember.
 Gives you quick access to what you applied for when, and what materials
you submitted - all in one place.
 Helps you prioritize what to do next.

Action: Spend time looking at each category on the tracker to make sure you
understand it. Next we will look at apps you can use, but to be able to look at the apps
with a critical view point you need the baseline understanding of how a spreadsheet
job application tracker works.

Job Search Tracker Apps

Apps like Huntr and Teal help you track your job search process. If spreadsheets are
not your thing, a free version of a job search tracker app could be a great alternative.
https://huntr.co/
https://www.tealhq.com/tools/job-
tracker#:~:text=The%20leading%20tool%20for%20organizing,job%20applications%20in
%20one%20place.&text=Sign%20Up%20%2D%20It's%20100%25%20Free!
Watch this video to learn how Teal works.
https://youtu.be/YgSGtDlSTjY

6.2.4 Hear from Hiring Managers

What Hiring Managers Look For
We interviewed hiring managers about their hiring experience and what they look for in an
application. They said:

 Referral candidates get the most attention.

 Tailored cover letters show and stand out.
 Easy to read format and simplicity of the application is a must.
 Short resumes are a plus.
 Suitability for the job applied for is assessed. Applicants must not be over or under-
qualified
 Mistakes in an application are a no-no.
 The application must captivate them in less than 30 seconds.

And - in this modern job market - they will look at your Portfolio, LinkedIn and Social Media
footprint.
Key Resume Elements
The elements that must be on your resume to grab a hiring manager’s attention are outlined in this
video.
As you watch, jot down the elements that hiring managers look for in resumes.
https://youtu.be/7y0OXKTLgbM
What Leaders Have to Say About Hiring
We also interviewed Fred Swaniker on his hiring experience. This is what he said.
https://youtu.be/T-f0M6J_wAg

Being a VA is indeed a stepping stone to many career paths, and Mr Swaniker looks for someone
with a career goal. As a VA, you must have high aspirations, the right skill set, drive, career goals,
and a game plan. Those virtues can open doors and get you hired.

From the videos that you just watched, what stood out for you? What do hiring managers look?
Now let’s recap what the hiring managers mentioned. They mentioned:

 Past roles/ work experience

 Experience
 Skills
 Results and achievements
 Education
 6.3 Networking
6.3.1 The Networking Game
6.3.2 Networking In Person and Online
6.3.3 Level 1: Map Your Own Network
6.3.4 Level 2: Reach Out With Asks
6.3.5 Level 3: Make Thoughtful Follow-Ups
6.3.6 Networking

6.3.1 The Networking Game

Let us start with a prompt.
Reflect:

Take a look at the two prompts below. Pick one and write a few sentences in response.
Prompt 1: Think of a time you unlocked an opportunity through your network. What happened?
Prompt 2: What are some fears or concerns you have about reaching out to people in your network?
Do you have any ideas how you can reduce those fears?

What’s Your Experience With Networking? Share your response to one of the above prompts with
your squad. Also, take time to read 2-3 of your peer responses and comment.
Let us know!

Networking in Effect
Imagine you’re Brenda, a Nairobi-based Director of Product for a food delivery start-up. Your request
to hire a junior product manager has just been approved.
Would you rather spend weeks reviewing piles of resumes and cover letters for the needle in the
haystack, or hit up other product managers and peers in your network to get strong
recommendations of candidates who might be a good fit?
If you said the second option, you’re in the company of the majority of hiring managers. They want to
have a high level of confidence the person they hire will make their life easier. They know it’s hard to
predict how reliable and capable someone is from a resume and interview alone. So, they naturally
turn to people they know and trust to recommend potential candidates. This is a well-kept secret of
the game of employment.
Over 75% of jobs are never advertised and are instead filled by word of mouth.
Chances are that most of the opportunities that you will access in your life - both longer-term career
opportunities and side gigs, promotions, and other business opportunities — will not come through
applying coldly to postings you find online. Even when you apply to opportunities directly, there’s a
chance the hiring manager reaches out to a mutual connection to get an inside scoop on you.
The majority of opportunities you benefit from will come from recommendations and shared
links by people in your network: that old professor you haven’t checked in with for years, that
housemate from a few years ago, that friend from college you partied with, that mentor you came
across at a conference, that colleague you worked with at that 3-month internship, that Slack or
LinkedIn connection you admire… you get the picture.
But there’s a catch: these people don’t go around the world thinking about you and your job search.
They likely don’t even know you’re looking. They might want to help you, but they can’t if they just
aren’t thinking about you. If Brenda calls them, you are not top of mind for them. So, they’ll just tell
Brenda “I’ll let you know if I find someone,” and then forget about it.

Why Play The Networking Game

The main goals of playing the networking game are to:

 Level 1: Map your contacts (i.e., get a good understanding of who is in your network).
 Level 2: Get top of mind for your contacts (i.e., let them know you’re looking, your key
strengths, and how they can help you).
 Level 3: Surface valuable information, assets, or opportunities from them - and also
give value to them when you can!

A quick note before we delve into the how. You might be worried: “But I don’t know a lot of people.
Help! My network isn’t rich enough to yield opportunities.” This is a false, self-limiting belief. Our
networks, even when small, are infinitely powerful. Those you know are connected to others who are
connected to others.
Finally, the networking game is a marathon, not a sprint. You need to keep being an engaged and
committed citizen of your network.
Provide value to your network by sharing useful resources, making helpful recommendations and
connections, and keeping your network updated on your growth.

6.3.2 Networking In Person and Online

How to Network in Person
Even though social media and the modern way of work have moved most networking
engagements online, face-to-face networking is still an extremely valuable skill to hone
if you want to build strong relationships with potential employers, investors, mentors,
and clients.
Effective In-Person Networking
Read How to Master Non-Awkward Effective In-Person Networking, which elaborates
on the following key tips on how to excel at in-person networking sessions:

1. Come prepared with a clear goal in mind.

2. Have some relevant conversation starters.
3. Introduce yourself to someone who is a bigger deal than you.
4. Ask people questions about themselves.
5. Ask for what you want, but be clear it’s mutually beneficial.
6. Exit a conversation gracefully.

https://blog.hubspot.com/marketing/the-ultimate-guide-to-non_awkward-
effective-networking

Think about this scenario:

Fred Swaniker has invited you to a networking dinner with mid-career and
entrepreneurial Room members at The Sankara Hotel. The event is happening in 3
days and you need to get ready as soon as possible. You will be meeting people who
have the potential to offer solutions or links to opportunities you are seeking - you need
to bring your A-game.
How would you handle the above dinner?

 What would be your main goal for going to the dinner and how would you
prepare to achieve it?
 What would be your key takeaways from the article - and how would you
apply them in your networking?
 What are some conversation starters and asks you would have for the
dinner?

Tips on Networking Online

In part two of their conversation, Nicole and Prudence share experiences, frameworks,
and advice for networking online. Nicole spells out mistakes she sees early career
professionals make when networking online.
https://youtu.be/OKto_D4hkdY

Let’s recap
Being presumptuous is not being confident. Be polite and respectful.
Have a clear, small ask. For example, “Please connect me with…”
Make it easy for them to help you by sharing supporting material and adequate details.
In other words, do not increase their workload by being unclear.
Start with people you have met before, for example, schoolmates, friends, and ex-
colleagues.

6.3.3 Level 1: Map Your Own Network

Awareness precedes action

To play the networking game well, you must first know who’s on your team — who’s in your network.
This is what the mapping exercise is about.
In this short 9-minute video, seasoned entrepreneur Frederik Bisbjerg discusses how to map and tap
your network for a variety of opportunities. As you watch the video, you should be able to answer:

 Why is it paramount to be clear on what you want from members of your network before
reaching out to them?
 Why is it important to define your value proposition and what you stand for as you map
your network?
 How does this relate to the personal brand exercise from earlier in the course?

https://youtu.be/pUdNJMFjuRU
Exercise: Map Your Own Network
Your Mapping Task: Go to your copy of the Personal Career Workbook. Go to the Mapping My
Network tab and use it to map at least 30 of your contacts using the process above.

 Make a thorough list of people you know in your life. You can do this by considering
each relationship category and listing everyone you can think of who could potentially
know a way of helping you:
o Family
o Friends and contact lists
o Alumni at all different levels of schooling
o Teachers and mentors
o Work, business and internship colleagues
o Church, mosque and other community organizations
o LinkedIn and social media
o Sports, arts or other interest-based communities you’ve engaged with
o Business cards you have collected over time.
 Think about how close you are to each of the contacts. List if they are in your inner
circle, middle circle, or outer circle.
 Evaluate how each of the different contacts might be able to help you reach your
goals.
 Decide how you might tailor the message to them if you reach out to them.
 Make a plan on how and when you will reach out to them.

A Conversation on Networking
Next up, is an informal conversation between Nicole & Prudence about networking. Each share their
reservations and fears they’ve been working to overcome. They also share their experiences on how
they landed most of their jobs through their network.
https://youtu.be/QgYdoQwXUIs
Networking is more about connecting with people and not about sounding smart or what you can get
or give.

6.3.4 Level 2: Reach Out With Asks

Have Clear Asks

You’ve probably gotten messages like the one above. Chances are that conversation never went too
far. And neither will a vague request to someone in your network, especially when they are further
away from your inner circle.

If you are asking for something you need to make your request specific, reasonable and relevant.
Ask only 1 thing of each person, so as not to burden them. Make it easy for them to say yes by doing
as much of the work as possible.
Examples of Networking Requests

 An informational interview to learn more about what they do and how you can advance
in a similar career path.
 To review and provide feedback on one of your application assets (e.g., resume, cover
letter, portfolio, or LinkedIn profile).
 If they know of any suitable roles in their organization that align with your skills and
interests.
 To write a LinkedIn recommendation or a letter of recommendation based on your direct
work experience with them.
 A few specific career-related questions that the person’s expertise can address.
 Ideas for specific organizations or roles that match your strengths and career
aspirations.

Remember to reciprocate their assistance! This demonstrates appreciation for their time and effort.
Be thoughtful and creative in what you offer in return.
Considerations When Writing an Email

 Your Grammar: Ensure your grammar is correct and professional.

  The Tone of the Email: Match the tone to the relationship and person you are
contacting. Avoid overly casual language unless appropriate.
 Your Pitch: Highlight your strengths and explain why you are pursuing your current
goals. This part should convince the recipient.
 A Clear Ask: Clearly state what you are requesting from the recipient. Avoid ambiguity
to ensure clarity and effectiveness.

Finally, be specific, clear and to the point. Don’t spend too much time beating about the bush, say
hello, check in on them and get to why you are reaching out. This will increase your chances of the
recipient reading your email in full and responding.

Reflect:
Is your ask specific?
Look at each of your connections listed in your Personal Career Workbook’s “My Network” tab.
Under “How can they help me?”, is your request clear? Refine each of these requests for each of
your connections to ensure what you want from them is clear and actionable.

6.3.5 Level 3: Make Thoughtful Follow-Ups

Making Follow-Ups
In some cases, people will respond to your message almost immediately - and in some cases, they
might take several days or not respond at all.
Keep an eye on your inbox to ensure you quickly get back to anyone who responds. Be proactive
and grateful for the support they offer. If you’re scheduling a time to meet, make specific suggestions
for time slots or ask them to share some slots that work for them. Be as flexible as possible to
accommodate their times.
How to Follow Up
If the person does not respond, do NOT barrage them with ungracious emails or messages. This
Harvard Business Review article offers some tips on how to deal with these situations. Firstly, don’t
take it too personally, people are juggling lots of professional and personal responsibilities so if they
don’t get back to you, it doesn’t necessarily mean they’re ghosting you. They are likely just busy.
https://hbr.org/2021/01/how-to-follow-up-with-someone-whos-not-getting-back-to-you

You need to have discernment to walk the fine line between being professionally persistent
and becoming a nag in your follow-ups.
As a general rule, follow up three times. Your first follow-up can be after one week, your second one
after a week or two, and then your third after another week or so. This also depends on the scenario,
so again, you will need to practice discernment.

Perspectives on Networking from Early Career Professionals

Let’s close this topic with perspectives from early career professionals. We spoke to several within
the ALX community about networking to find and maximize on opportunities. These are the two main
nuggets they shared.
Networking is less of a transaction and more about building relationships. It is more than
attending cocktail parties; it’s about offering value and benefiting from the value brought by others in
return.
Don’t just focus on the CEO’s. Everyone brings value, even your peers in this course.
Relationships you build today will pay dividends down the line. Ten years from now, mates your age
will be the ones making the decisions in companies.
 6.4 Preparing for Week 7
6.4.1 Getting Ready for Week 7
6.4.2 Preparing for Week 7

6.4.1 Getting Ready for Week 7

Real-Life Experiences Applying Your VA Skills
Practice makes perfect, and during Week 7, you will gain practical experience by completing VA
tasks. Here is what you need to do.
Reach Out to Your Network
This week, Week 6, you must reach out to people in your network and let them know you are
available to complete administrative tasks that can be done remotely next week.
You will share a Google Form requesting tasks and invite those in your network to complete the
form with the tasks they want you to do for them.
Examples of tasks you can ask for are listed here. These are just examples of tasks that take less
than one hour and can be completed remotely.
https://drive.google.com/file/d/15767ERUQ1oucoLkU4gMUSuZPF07X1Dx9/view

An example of an email you can send out to your network is provided for you in the upcoming pages.
You should prepare your list of people and send out communications as soon as possible, and
then again before the end of this week, depending on the number of task requests you receive.
There is no limit to the number of tasks you can take on, but you must have at least one. You are
welcome to take on many tasks; just be sure you can manage those tasks successfully within the
time you have available.
Remember, this is an opportunity to grow, learn, and gain VA experience. So be adventurous and
boldly reach out.

Task Request Form

You can include the link to your personal copy of the Task Request Form in your email to your
network. MAKE SURE YOU CREATE A PERSONAL COPY FIRST and rename it using your name.
https://docs.google.com/forms/d/1bVHz9SH-NCcKDMz63htcVeCCNJ8i_t3ZYsGdFGgZyms/copy
https://docs.google.com/forms/u/0/d/14N9LAtSEYaxxfH-
6niXS3iCknlY7v9SdShruxQevxqs/edit?fromCopy=true&ct=2

Otherwise, if you do not create a personal copy and share the original link that we shared with you,
you will not see your responses. They will come to us. So make a personal copy first, adjust it as
you like and share it with your network.
You’ll need to check the responses on your form often and quickly follow up with people to confirm
you received and accept their task request! This is great practice for managing tasks and
communicating effectively.
You learned how to do this in Week 3 Google Workspace lessons. But if you do not recall how to
check responses, Google how to track responses on your Google form.

Sample Email
Dear [XXX],
As you may know, I am in the process of completing an 8-week intensive course to train myself to
become a virtual assistant. As part of this training, I need to gain real-world experience completing
remote administrative tasks. This is where you come in!
I am inviting you to request tasks from me that I can complete next week between Monday and
Friday, [ADD DATES: dd/mm/yyyy to dd/mm/yyyy]. I will accept any task that can be completed in
under 1 hour, and that can be done remotely. You can submit multiple tasks! I will complete them for
you for free!
Here are some examples of task requests that might inspire you:

 Research flight options for a trip from Nairobi to Lagos [date and time restrictions here].
 Call my dentist [dentist info here] and reschedule my dentist appointment for [specific
time windows here].
 Give me some ideas for how we can celebrate my son’s 12th birthday on a budget of
[X]. He likes [X, Y, Z].
 Create a spreadsheet from this photographed document I’m sharing with you.
 Can you find me some dinner recipes that are well-reviewed, easy to prepare with
common inexpensive ingredients, and that don’t contain meat or mustard?
 Can you call around to find a bike shop that is willing to repair my bicycle crankshaft
[details] and has the part in stock?
 Can you find a list of collaborative workspaces in Johannesburg, South Africa and how
much the monthly registration fee is for each one?

Anything that can be done with a phone and computer is yours for the asking! Please take me up on
this, at no cost to you!
To request a task, simply fill out this short form [ADD LINK TO YOUR PERSONAL GOOGLE FORM
HERE]. I will get back to you shortly confirming my acceptance! Thank you so much for helping me
gain valuable VA experience.
All the best,
[XXX]

NOTE: Make sure, at a minimum, you update the email message with your information, add the
dates for next week, and add the link to your personal copy of the Google Form! Read through your
email before sending to ensure it is clean and grammatically correct. ChatGPT or Grammarly can
help you with this.

Reflect:

What do you have to lose by reaching out and offering something? What’s the worst that could
happen? That you might get no reply? That the person might think badly of you? So what? Would
that really be so terrible?

Just Do It!
They say growth happens at the edge of your comfort zone, and nothing ventured, nothing
gained.
Connecting with people and offering and/or asking for small amounts of help is a significant way to
keep energy moving, open up new ideas, and bring new opportunities to light.
Send out the email widely so that you can gain experience working with different people and doing
different kinds of tasks. This will also give you very valuable experience prioritizing and managing
different tasks!
For those who have no work experience, this is a perfect opportunity to create a tangible experience
track record that you can add to your VA CV.
So…JUST DO IT!
 6.5 Cover Letters
6.5.1 Your Strengths, Cover Letter and Resume.
6.5.2 Essential Elements of a Cover Letter
6.5.3 Cover Letter Examples
6.5.4 VA Cover Letter Template and Tailoring Process
6.5.5 Mini-Project: Cover Letter
6.5.6 Cover Letters

6.5.1 Your Strengths, Cover Letter and Resume.

Showcasing Your Strengths
A resume is a concise document that outlines your work experience, skills, and education,
showcasing your qualifications for potential employers.
A cover letter is a personalized letter that accompanies your resume, providing a brief
introduction, explaining why you’re a great fit for the job, and highlighting
specific achievements that align with the role. Together, they are used to apply for jobs, helping
you to present your strengths and make a compelling case for why you should be hired.
For a Cover letter - and resume - to be effective, you need to know what to add to them. You need to
know your strengths so you can strategically highlight them in these two documents.
So, before we start learning about what a great cover letter looks like, let’s talk about you and your
personal brand first. Let’s first create a short list of your best and unique qualities that should
hopefully stand out to a potential employer or client.
Activity: Defining Your Skills and Strengths
To start, you might think about some corporate brands that you are aware of, such as Vodacom,
Safaricom, Nestle, Google, TikTok, Coca-Cola, Adidas, Alibaba, Samsung, Toyota, etc. For each,
can you quickly list 3 adjectives that come to mind when you think of that brand?
Now, let’s start by talking about your unique attributes. What are words that others might use to
describe you?
Can you quickly list about 10-15 things about you that are positive attributes? To begin, get a pen
and paper and just quickly brainstorm a long list of positive qualities, skills, knowledge, and key
achievements that you have.
This is a “brain dump,” so just write down anything and everything that comes to mind.
Include anything that you think a potential employer/client might value. Here are some examples:

 Reliable/punctual
 Can program in C++
 Can type 65 words per minute
 Respectful
 Creative/innovative
 Love animals
 Analytical
 Great at writing
 Energetic
 Get along easily with people
 Strong organizational skills
 Excellent at planning events
 Graduated top of my class
 Very knowledgeable about cryptocurrency
 An expert at Photoshop
 Have a large TikTok following
  Know everything there is to know about giraffes
 Speak 3 languages fluently

Really, get a pen and paper and write down at least 10 things you’re very good at. It’s a very helpful
exercise. You can refer to your Skills Tracker and also list the skills you scored well in.
Once you have done this “brain dump,” can you pick the 3 most important things about you that
you’d want a potential employer to remember about you? People won’t remember too many things at
once, so rather than sharing a long list of positive attributes when you speak with a potential
employer, it is helpful to share and re-emphasize the 3 most important things that you feel are MOST
relevant.
Bonus: Ask people who know you to list your top 3 best skills and attributes! Do you agree with what
they have to say?

1. Keep this list of best attributes for later. You might find it useful when you
prepare your cover letter, resume, and LinkedIn profile later this week.
2. Mark your top 3 best attributes (that you want an employer or client to know
about you).

Now, let’s cover the big question: Do You Need a Good Cover Letter and Resume to Get a VA Job
in 2024?
Well, yes and no.
When applying to most jobs online on job boards, you will need both a resume and a cover letter.
These documents are essential for your application to be considered.
According to Novoresume, in 98% of cases, you should include a cover letter in your job application.
https://novoresume.com/

Although recruiters might not always read it, they expect candidates to submit one. A cover letter will
considerably boost your chances and set you apart from other candidates with similar backgrounds
and resumes.

Are Cover Letters Mandatory?

Research also shows that the majority of jobs are never advertised. They may not even be posted
on a company’s website.
Hiring managers want to have high confidence that the person they are hiring can do the job, so it’s
very common for them to rely on recommendations from other people they already know and trust.
You’re more likely to get a job when someone recommends you for it than if you just submit your
cover letter and resume “cold” to a company.
However, when a person is recommended for a job, they are often asked to submit a resume (and
sometimes a cover letter). It can be more of a formality in these situations, but the documents still
need to be good (that is: clear, accurate, error-free, showcasing relevant work and education
experience). Just keep in mind they are often not the primary reason a candidate gets considered in
the first place.
In any case, it is very important to have a strong resume and to be able to quickly tailor it for a
specific job. It’s also important to be able to write a short, effective cover letter that is tailored for a
given job.

6.5.2 Essential Elements of a Cover Letter

Cover Letter Basics
A cover letter should be less than one page (3 short paragraphs at most) and highlights
how you would add value to the company. It is an opportunity to give the reader a
sense of who you are, and why you want the particular job. It should not simply restate
the information that is on your resume. Rather, it should make the reader curious to
read your resume.
It is a supplement to your resume and an opportunity to connect with the recruiter/hiring
manager. It showcases your personality while highlighting your enthusiasm for the role
as well as the specific reasons you would be a great fit.
At a minimum, your cover letter should try to answer the following questions:

 Why are you applying for the role?

 What excites you about it?
 Why are you an outstanding fit for the role?
 Why do you want to work for the organization?

Let’s watch this video on what makes a good cover letter. Make sure you understand:

 What does the cover letter do?

 How many paragraphs do you need in your cover letter?
 What paragraph is the attention-getter in your cover letter?

https://youtu.be/hrZSfMly_Ck
How to Structure a Great Cover Letter
You don’t need to be an award-winning writer to write a great cover letter!
If you follow this popular structure, you will be well on your way:

 Header: Your contact information

 Greeting: Professionally greet the hiring manager/recruiter by name if
possible
 Body (1-2 paragraphs):
o Grab the reader’s attention with your enthusiasm and at least 1 clear
reason why you’re a strong fit.
o Share another reason why you’re the perfect candidate for the job.
o Share why you’re a great match for the company.
 Conclusion: State your next action in a non-demanding way and thank the
reader for their consideration/time.
 Closing: Professionally sign off.
6.5.3 Cover Letter Examples

Additional Cover Letter Considerations

Over and above the structure of your letter, factors like the wording, grammar, tone, and neatness of
your letter matter.
6 Additional Tips For a Perfect Cover Letter

 Keep it short. One page is more than enough when it comes to cover letters. Actually,
the optimal length for a cover letter is between 250-400 words long.
 Follow submission instructions. In the job description, look out for specifics on the
cover letter format (Word or PDF), fonts and margins, and content (such as which
sections or information to include). Submit the letter as instructed, for example, via their
job portal, as an attachment to an email, or as the email body.
 Proofread your cover letter. Once you’re done writing, make sure your cover letter
doesn’t have any grammar or spelling mistakes. Use spell-check software such as
Grammarly to be on the safe side.
 Avoid cliches. Saying you’re a “great team player” or “effective communicator” will get
you nowhere. Instead, aim to show it by backing it up with your experience. Think, “I’m a
great communicator” versus “I’m a great communicator, having closed 50+ sales per
month at my last job.”
 Enhance your personal brand. Opt to use the same fonts, margins, colors, and style
in both your resume and cover letter. In this way, you can highlight your personal brand
and make more of an impression on the hiring manager.
 Use action verbs. To make your achievements stand out, use action verbs. So, instead
of repeating “I was responsible for” or “I was in charge of,” you can use action verbs
such as “managed” or “coordinated.”

Now we know what and what not to do, let’s look at two examples of cover letters.
Reference: Novoresume
https://novoresume.com/
A Good Cover Letter
Here is an example of a good cover letter from a student. Can you tell what is good about this cover
letter?
Here is what we like about this student’s cover letter

1. His cover letter heading included all essential information, such as full name,
professional email, phone number, and relevant social media profiles.
2. His introductory paragraph grabs the readers’ attention by “getting to the point” and
directly expressing interest in a position.
3. His body paragraph successfully conveys that he is the right professional for the job.
4. He clearly expresses that he is passionate about the company.
5. His conclusion has a clear call to action.
6. He used a formal closure for the cover letter.

You have seen what a good cover letter looks like. Now, let’s talk about what makes a cover letter
“bad.” It’s important to watch out for these mistakes below so you don’t make them!

A Bad Cover Letter

Take a look at this cover letter below. What do you think of it?
Here is what we don’t like about this cover letter

1. Dear Sir/ Madam

Brandon used a very generic greeting, “Dear Sir/ Madam,” which makes it seem like he
didn’t try to find out about the right contact at the company. What Brandon should have
done was to find out who the hiring manager or recruiter was so he could address her or
him directly. Brandon could try to find that out through LinkedIn or Google.

2. Focusing only on himself and his “superb-ness”

While it is important to talk about what makes him the right candidate for the job,
Brandon’s word choices made him come off as arrogant and self-important. He did not
connect the dots between his experience and why he is applying for the position.
Brandon should have focused on communicating how his experience and skills allow
him to contribute to the position right away.

3. Omitting key achievements or information not shown on resumè

Brandon did not talk about other skillsets not highlighted in his resumé to make him a
holistic, strong candidate. Brandon could have used examples of his recent experience
to show his competence instead of telling the recruiter about it.

4. Informal language

Brandon is writing to the hiring manager like he is speaking to a friend. That is a big no-
no! You have learned last month about the importance of writing emails professionally.
It applies to cover letters, too!
6.5.4 VA Cover Letter Template and Tailoring
Process

Cover Letter Template

In the next few lessons, you will have the opportunity to hone your skills and write a winning cover
letter. To help you with this task, we’ve gathered some cover letter templates and tools that you can
use. These will give you the structure and guidance you need to create a good cover letter to
impress potential employers.
NovoResume (if available in your area) provides some professional cover letter designs that you can
take advantage of. All you need to do is create an account and start creating.
https://novoresume.com/
You can also use this Cover Letter Template
https://docs.google.com/document/d/1ZipIGu64qi0zSwLmsrj_NY6y1skd50Y9HE1biHd33rQ/copy
https://docs.google.com/document/d/1MzAig6_n1LQLm9oHmJJcbjvOuPqAUHi-
QFoUIHFYtgU/edit?tab=t.0

For more inspiration on templates, you can browse cover letter samples by job type on Indeed.
This balancecareers article also offers great pointers.
https://www.indeed.com/career-advice/cover-letter-samples
https://www.thebalancemoney.com/cover-letter-template-2060213
5 Quick Steps to Tailoring Your Cover Letter to Any Job Posting
1. Research who the hiring lead is so you address the letter directly to them.
This makes your cover letter more personalized. However, if you can’t find that information, use the
title of the head of the department you are applying to. For example, if you are applying for a role as
a UX/UI designer, you could address it to the head of the product team/product manager.
2. Know your audience and recognize that there are going to be different needs.
That’s part of the game - know who and where you’re applying. This includes consciously choosing
the tone of your letter and the appropriate level of formality.
3. Make sure the opening sentence of the cover letter is compelling and engaging.
The first line is the most important because that’s quite possibly the only sentence they’re going to
read. It needs to be enthusiastic and energetic. For example; “I was so excited when I saw the
posting for an Administrative Assistant at MTN Kenya on Indeed.com.”
4. Tell the employer what problems you can solve for them.
State your unique selling point. Explain why you’re the best fit for this particular role. Give them
compelling evidence for why this is true.
An Example:
Here is an example of a before and after version of a cover letter, that was improved using this
process.
https://drive.google.com/file/d/17MjGb7ceWRWETco_e7hOGziMZttS-hj6/view

The first page is Ruth’s cover letter template. She will be editing her cover letter to fit the same job
description.
Using the 4 steps quick tailor process, she then edits her cover letter to fit the position. You can see
the tailored letter on page 2 of the document.

Using AI to Create - and Tailor - Your Cover Letter

There are several specialized AI tools available for writing cover letters. However, the free versions
of most of these tools have limitations. For example, some specialized cover letter AI tools allow you
to write only one cover letter per day with the free version.
This may not be ideal if you want to write personalized cover letters for several job postings in a day.
Therefore, we recommend using AI tools such as ChatGPT, Bard/Gemini, or Copilot.
Watch this short video to learn how to use ChatGPT to write a winning cover letter. You can follow
the same process when using other AI tools like Bard or Copilot.
https://youtu.be/LCR72RnYat8

For AI apps to give you what you need, you need to write the right prompt. Here is an example: “Hi
ChatGPT, create a cover letter for the position of [Job Title]. Here is the job posting [Job Posting].
Make sure the cover letter is tailored to my qualifications. Here is my resume [Resume or
Description]”

Reflect:
What are the two pieces of information you need to paste into Chatgpt to get a cover letter that is
tailored for your job application?
6.5.5 Mini-Project: Cover Letter

With those useful insights, it is time to draft your cover letter. Your carefully drafted cover letter will
form part of your Week 6 Milestone submission. Here is what you need to do.

Step 1: Identify a Position to Apply for

Using any job board resources we shared in your Personal Career Workbook, LinkedIn, or a website
of your choice, identify one currently open position that you would like to apply for. You will be
tailoring your cover letter for this specific job.
Make sure the job is a fit for your skills, strengths, and career interests. We hope you will apply for
the job, but that is not a requirement. If you are not actively seeking employment, please pick a job
that appeals to you. You can prepare a cover letter that you can quickly adapt for a similar role in the
future.

Step 2: Read the Job Description Carefully

Read the job description carefully. Take a moment to imagine the person who wrote this job
description and their goals for wanting to hire someone. Write down or highlight what you feel are
the 3 or 4 most important elements that the hiring manager/organization is looking for. You’ll want
to make sure you can deliver on these elements, and that you speak directly to them in your
cover letter.

Step 3: Open a New Google Doc

Open a new Google Doc OR a cover letter template you want to use. NovoResume has great
Google Docs cover letter templates. Alternatively, you can also make a copy of a cover letter you
already have and want to modify.
Save your document in your Google Drive.

Step 4: Choose a Professional Font

Choose a font for your entire letter that is non-distracting and professional, such as Arial, Bondoni,
Helvetica, Proxima Nova, Sabon, or Times New Roman. Set your font size to at least 12pt and no
more than 14pt.

Step 5: Set Your Margins

Make sure your margins are not smaller than 0.7 inches around the page and not bigger than 1 inch
around the page. (Google how to do this if you need help.)

Step 6: Write the Date

At the top right or left of your letter, write the date for when you plan to send it (or just put today’s
date).

Step 7: Add the Contact Information

If you have the name of the person you are trying to contact and/or the company contact address,
this should go next. Align it to the left. You may leave this part off if you do not have the contact
information.

Step 8: Address the Letter

Address the letter with a salutation – we recommend “Dear” – followed by one of these:
  A specific person’s name: This is the best choice IF you are confident this person
handles the hiring or recruiting for the role. It pays to do a little research/poking around
LinkedIn and/or the company website to see if you can find out. Sometimes, you can
see who posted the role and who is a good person to address your letter to.
 “Head of X [specific department name]”: This is the second best choice IF you are
confident in the name of the department or division of the organization you are applying
to. Again, you can poke around LinkedIn and/or the organization’s website and try to
figure this out based on people’s job titles.
 As a third option, you can address the letter to the “Hiring Manager” if you do not have
any contact information.

Step 9: State the Position

In the first paragraph (probably the first sentence), state the name of the position you are applying to
and (optionally) how you learned about the position.
Example 1: “I am excited to be applying for the role of Virtual Executive Assistant, which was
recently posted on LinkedIn.”
Example 2: “I am writing to express my strong interest in your open position for Administrative
Assistant to the Head of Sales, which I was referred to by my colleague Joshua Wanjiru (who is part
of your legal team).”

Step 10: Explain Your Interest

Explain why you are applying for the role. What excites you about it?
Example 1: “I am applying for this role because coordinating travel is one of my favorite tasks, and I
excel at it. I’m excited by the prospect of handling a large number of travel logistics for an entire
team.”
Example 2: “I am especially thrilled about this position because I love numbers, and I am incredibly
analytical, and it seems these skills would be put to great use in this role.”

Step 11: State Why You Are a Good Fit

State why you are a good fit for the role. Make sure you focus on the 3-4 specific elements that you
identified as most important in the job description. Try to use language that feels authentic to you.
Example: “Based on the job description, I believe I am a solid fit for this position. I excel at accurate
data entry, have experience in the food industry, and I adore the many types of chocolate ice cream
you describe that I would need to evaluate.”

Step 12: Provide Evidence

Follow up your statements with short, specific evidence that you can do what they need you to do.
This means you briefly summarize past accomplishments/outcomes that are relevant and
demonstrate your capabilities. You may mention things on your resume, but this is a chance to put
them in a bit more of a story summary format.
Example 1: “While I was still in secondary school, I put in over 200 hours volunteering for an NGO
where I created a successful social media campaign that resulted in fundraising over $25,000 for
displaced children.”
Example 2: “Last year, I organized a trip for my family that involved taking over 20 people of all ages
to two international destinations. I successfully handled all visa requirements, accommodation, and
transport bookings, tour schedules, and plane ticket purchases for this large group with diverse
needs. The trip was a smashing success, and my family has now dubbed me ‘The Travel Master.’ ”

Step 13: Conclude Your Letter

Conclude your letter with a non-demanding suggestion that re-conveys your enthusiasm. Use
language that feels authentic to you.
Example 1: “I sincerely hope we have the opportunity to speak further so that I can share more
about myself and the unique strengths I would bring to this role.”
Example 2: “I would be delighted to speak with you at your earliest convenience and share more
about my particular enthusiasm for this role and how my university studies have equipped me to hit
the ground running.”
Do not say: “Call me immediately because I am the person that you want.”

Step 14: End with an Appropriate Sign-off.

End your letter with an appropriate sign-off like “Warm Regards,” or “Sincerely,”
If you would like, insert an image with your handwritten signature. OR, simply type your name.

Step 15: Check for Errors.

Once you’re done writing, let it sit for at least a few hours before doing an error check. This allows
you to see it with fresh eyes. Spell-check and grammar-check your document. Use a writing aid
like Grammarly. Then re-read it, again as a final check.
https://app.grammarly.com/

Step 16: Save

Save your cover letter as a Google Doc in your Google Drive. Name the document using the
format FirstName LastName Cover Letter. Keep it safe as you will be submitting it as part of
Milestone this week.

Reflect:

Take another look at your completed cover letter and answer these 2 questions.

 What do you like the most about your cover letter?

 What do you feel the most uncertain or concerned about in your cover letter?
 Is there anything else you can do or add to your cover letter to address any concerns?
6.6 Resumes:
6.6.1 Your VA Resume
6.6.2 Adding Resume Content
6.6.3 Quick Resume Improvement
6.6.4 Mini-Project: Resume Revamp
6.6.5 Resumes
6.6.1 Your VA Resume

What is a Resume?
A formal resume provides an overview of your professional qualifications, including your relevant
work experience, skills, education, and notable accomplishments.
A strong resume communicates your qualifications and sets you up for career success.

 Name and contact information

 Summary
 Education
 Work Experience
 Skills

For a person who is early in their career, it should be only 1 page long.
Many people assume that the purpose of a resume is to provide a full overview of their professional
history. Instead, the goal of your resume is to convince employers/clients you’re worth
interviewing. To that end, your resume is a valuable tool you can use to highlight your most
relevant experience.
If your resume provides a concise summary of your most relevant qualifications and skills in a format
that makes your ability to handle the work as clear as possible, chances are you will get more
interviews.

10 Seconds - or less - of Airtime!

Imagine you are a hiring manager. You have a lot of responsibilities on your plate, and you have
finally been approved to bring someone onto your team who will help make your life easier. You
want someone who is dependable, reliable, smart, capable, and who will do quality work. How would
you go about finding such a person?
Data from an informal survey shows that resumes and cover letters submitted in this kind of scenario
get an initial look of less than 10 seconds. Less than 10 seconds!
Now, hear from some hiring managers on what they look for in a resume.
https://youtu.be/bmFLzUGKhC4

If you were a hiring manager, what would you need to see on a resume in the first 10 seconds to
captivate your interest, lock you in and compel you to continue reading? Share with your squad
using the tag #First10.
Share with us!

Resume Templates
Even if you already have a resume, we recommend re-creating it using a template to ensure an
easy-to-read format and proper order. You want your resume to stand out when it’s on a hiring
manager’s or potential client’s desk. This is your opportunity to spruce it up so it serves you well.
This re-creation process will also give you a chance to review all of your resume content in detail
and make even further improvements. Play around with different templates and pick the one you find
professional and inspiring.
Here are a few you can choose from:

 Resume Template #1

https://docs.google.com/document/d/1LGs5nNnE3xGBtVa6HW2GL79QybuJ2Z0HA3PFhx8
_4i4/copy

https://docs.google.com/document/d/118b6NpPNXrq0jzK7-
vo7SEsE7zww34oR5G1f6L56JvY/edit?tab=t.0

 Resume Template #2

https://docs.google.com/document/d/1xOvC8adR7q7zI_S6Uv4aXy9UnXXud1IJ4Zh2ZCO1F
rw/copy

https://docs.google.com/document/d/1fl8qzMg738H3m8DVnPMxYJnWwvT8tFhG1XEx6-
_A9Ec/edit?tab=t.0

 Resume Template #3

https://docs.google.com/document/d/1zovAZGvd6Hzv9wWWBa_rPTM7t_vyptstMsrcqOJK9
7o/copy

https://docs.google.com/document/d/1ndhe0zFWGe-
iqDLMCF1PtjlDRPPZc0hoVeUMtRESFW8/edit?tab=t.0

 Resume Template #4

https://docs.google.com/document/d/1alGZDG1PCRhJTxYEKKN_ywb7nOugAdZq_LIzOjIa
Cus/copy

https://docs.google.com/document/d/1LXCsRCzgUWq-
ZG4hRomLnFydR7ekiM_6slcCAqrDjwU/edit?tab=t.0

You can also use a free online resume generator such as NovoResume or Indeed Resume Builder.
https://www.indeed.com/create-resume/
6.6.2 Adding Resume Content

ATS Friendly Resume

Even with the perfect template, your resume may still not get attention if it does not comply with ATS
(Application Tracking System) standards. This is the first screening before your resume goes to a
person for review. This video explains it clearly and also shares how to make sure your application
passes through the ATS.
https://youtu.be/rCQMidRqndY

ATS Dos and Don'ts

Do not put important contact details in the footer or header of your resume
25% of the time, ATS cannot properly read and sort information stored in a Word document’s footer
or header sections. This may mean that recruiters will not be able to find the job seeker’s contact
information! Avoid this mistake by putting your important details outside the header or footer of your
document!
Optimize your resume with keywords
Buzzwords, such as “proactive” and “self-starter,” are not the same as “keywords.” Buzzwords can
come off as fluffy and empty. But, keywords represent your hard and soft skills that qualify you for a
specific job. For example, within your resume summary, list your strongest hard and soft skills, such
as Calendar Management, Inbox Management, and Transcribing. Then, pepper these same terms
within your work experience or education sections to demonstrate where and how your skills are
applied.
Avoid images, graphics, and charts
As much as these elements look nice, resumes with embedded graphics can be completely removed
from your application after passing through the ATS. ATS is not able to read graphics or images! We
know that if you are applying for a creative job, you may feel tempted to add graphics to your
resume. But save that for your portfolio and/or website!
Stick to simple bullet points
If you choose a more elaborate symbol for your bullets as opposed to a simple bullet point, your
important selling points may get scrambled when they go through the ATS. Stick to solid circles,
open circles, or square bullet points to make your document ATS friendly.
Use simple fonts and formats
Stick to simple, professional fonts like Times New Roman, Arial, or Calibri. Avoid using overly
decorative fonts that can be difficult for ATS to read.
Use clear job-seeking language
Use standard job-seeking language such as “Work Experience” instead of creative phrases like
“Past Endeavors”. This helps ATS and recruiters quickly understand your background and
qualifications.

How to Make Your Resume Stand Out

In addition to complying with ATS standards and avoiding common mistakes, your resume also
needs to be structured in a clear and impactful way!
Your work experience section is one of the most important sections on your resume. Writing about
your work experience in a compelling way that highlights your specific accomplishments and impact
is the number one way to improve your resume.

1. Use consistent layout and formatting.

2. Use bullet points: (Minimum of 3 points per experience). You can add 1-2 additional
bullet points for the most relevant and important experiences.
3. Use action verbs: For example: achieved, executed, led, planned, strategized,
explained, influenced, etc. Avoid verbs that diminish your contribution, like helped, tried,
and attempted.
4. Highlight your achievements: Don’t just list your duties in the company. Highlight the
impact of what you did. How many hours did it save the company? By how much did it
increase the sales? How many people did you interface with? How many customers did
you interact with? Be specific.
5. Use the Challenge Action Results (CAR) statements: Start by highlighting the
challenge, your actions to address it, and the impact of your actions.
6.6.3 Quick Resume Improvement

Improving Your Resume

There is always room for improvement in everything we do. Excellence is a journey, not an end
point. So, let’s start with a perfectly good resume and then make some quick improvements to make
it even better.

Resume Summary:

Original Summary

Improved Summary

Changes:

 The bullets make it easier to read.

 Unnecessary words (for example, “proven ability”) have been removed to sharpen the
focus.

Work Experience
Original Work Experience
Improved Work Experience

Changes:

 Removed “Professional” from “Professional Work Experience.” (Redundant)

 Removed all non-critical words to reduce the amount of text and create focus.
 Provided specifics that gave clarity and indicated the results of the actions.

Activities
Original
Improved

Changes:

 Replaced “Extracurricular” with “Volunteer.”

 Changed verbs to (implied) first person, present tense.
 Emphasized more on results.

Skills
Original:

Improved:

Changes:

 Updated the skills for the specific role.

  Minor tweaks to formatting in Interests.
 Changed “expert” to “fluent” and removed beginner languages, which could be seen as
filler.

Quick Tailor Process

One more way to improve your resume is to tailor it for each application you make. That way, the
skills, achievements, and experiences you highlight in the resume match the job you are applying
for. Here is a 5 step guide on tailoring your resume to fit a job posting.

 Read through the job description and identify 3 to 4 key terms or requirements that you
think are most important to the employer.
 Using these requirements, reflect and determine if a) you are a right fit for the position
and b) the position is interesting to you.
 Update your work experiences and skills sections with the key terms/requirements you
identified.
 Include measurable results.
 Proofread your resume.

Here is an example of a tailored resume. Have it open so you can reference it as you read through
this next section.
https://drive.google.com/file/d/1v8hWzpmUSQlpf2Wr9K28tkQyfrX-qSYh/view

The first page is Ruth’s resume template. She is applying for the Administrative Associate role at
Valencia Federal Credit Union.
Here is the job description:
We are seeking a versatile administrative associate to ensure that administrative operations at our
organization run efficiently. In this role, you will issue payments and track account balances, manage
events, and assist with managerial administrative duties.
Administrative Associate Responsibilities:

 Scheduling and managing meetings, conferences, workshops, and special events.

 Making travel arrangements, coordinating conference calls, and handling RSVPs for
events.
 Maintaining confidentiality with sensitive information and correspondence.

Administrative Associate Requirements:

 An Associate or Bachelor’s degree in business administration, or similar.

 Advanced ability to plan, schedule, and execute office-related events.
 Some knowledge of administrative record-keeping practices.
 Experience in handling confidential and sensitive information.
 Excellent written and verbal communication skills.

Now she will have to edit her resume using the 5-step quick tailor process.
After reading through the job description, she identified these 3 key requirements, which she has
judged as most important:
  Ability to schedule and manage meetings, events and calendars.
 Good communication skills
 Confidentiality

Using these three requirements, she then edits her resume to fit the position. You can view this on
page #2 of the PDF document.
The highlighted portions show the changes she made to her resume, as well as relevant content to
the job description.
Note: the text in color matches the highlighted text on the resume.

6.6.4 Mini-Project: Resume Revamp

Well done for learning all the content on resume building. It is time to put all that learning into action.
The resume that you create here will become part of your Milestone submission this week.

Step 1: Job Description

Use the same job description for the open position you identified and used for your
Cover Letter Mini-project.
Re-read the job description, as you will be creating/tailoring your resume specifically for
this job.
Step 2: New Document
Open a new Google document, OR make a copy of an existing resume you already
have that you can modify.
You can also use a resume builder app like NovoResume.
Step 3: Choose a Font
Choose a non-distracting and professional font for your resume, such as Arial, Bondoni,
Helvetica, Proxima Nova, Sabon, or Times New Roman.
Set your font size to at least 12pt and no more than 14pt.
Step 4: Set Margins
Make sure your margins are not smaller than 0.7 inches around the page and not bigger
than 1 inch around the page.
(Google how to do this if you need help.)
Step 5: Contact Information
Put your name at the top, followed by contact info.
Your contact info should include an email address, phone number, and country code. (A
physical address is optional).
Just after your contact information and before your ‘Summary’ section, put the URL of
your LinkedIn profile. If you do not have a LinkedIn profile, simply leave a placeholder
line for this. You will come back and update your LinkedIn URL after the LinkedIn
lesson.
Step 6: Summary
Add a “Summary” title and create a Summary section, following the guidance given
earlier in this module.
Provide 2-3 bullet points highlighting your most important skills/experience. Remember,
this could be the only thing your prospective employer/client reads!

Step 7: Work Experience

Add a “Work Experience” title and create a Work Experience section, following the
guidance given earlier in this module.
Provide relevant, clear, succinct, and outcomes-focused work experience information. If
you do not have any work experience, please use volunteer experience instead.
Step 8: Education
Add an “Education” title and create an Education section, following the guidance given
earlier in this module.
You can choose to put “Education” before “Work Experience” if you wish. Provide
educational information that is clear and succinct.
Step 9: Skills
Add a “Skills” title and create a Skills section, following the guidance given earlier in this
module.
Provide skills information that is relevant, clear, and succinct.
Step 10: Error Check
Once you’re done, we recommend letting it sit for at least a few hours before doing an
error check. This allows you to see it with fresh eyes.
Review your resume to ensure it does NOT contain distracting, unprofessional, or
irrelevant information.
Spell-check and grammar-check your document. Then, re-read it to correct any
grammatical errors, awkward/unclear wording, and/or other errors.
Step 11: Save
Save your resume as a Google Doc in your Google Drive (or somewhere you can easily
access it).
Save your resume as a Google Doc in your Google Drive. Name the document using
the format FirstName LastName Resume. Make sure all of your work is visible and
formatted correctly. Keep it safe; you will be submitting it as part of your Milestone.
Reflect:

Take a look at your completed resume.

 What do you feel makes your resume stand out?

 Do you think there are qualities about you that are NOT captured in your resume?
 6.7 LinkedIn Makeover
6.7.1 Why use LinkedIn?
6.7.2 9 Steps to a Powerful LinkedIn Profile
6.7.3 VA LinkedIn Profile Revamp: Steps 3 - 5
6.7.4 Examples of Great LinkedIn Sections
6.7.5 LinkedIn Etiquette
6.7.6 Mini-Project: LinkedIn Makeover
6.7.7 LinkedIn
6.7.1 Why use LinkedIn?

LinkedIn
Do you have a LinkedIn profile? If so, great! How proud are you of your LinkedIn
profile? Is it working well for you?
And if you don’t have a LinkedIn profile, you will have the chance to get one set up.
In this module, we will be working through practical tips to improve it and help you
shine! Even if you think your LinkedIn profile is working very well, there is always room
for improvement.
LinkedIn is a social network platform used by 55 million registered companies
and nearly 1 billion members.
Here are some other statistics that point to its importance:

 On average, 101 job seekers submit an application on LinkedIn

every second!
 Every minute, 8 people are hired on LinkedIn.
 In 2022, there was an 88% increase in hires via LinkedIn!
 67% of recruiters say that talent hired through LinkedIn is of higher quality
than talent hired via job portals.
Despite the large amount of recruiting and hiring that happens on LinkedIn,
only 57% of job seekers use LinkedIn to find new job opportunities. Are you one
of the 57%? We hope you will be!
This week, you will learn how to maximize your use of LinkedIn and prepare yourself
when searching for new jobs. You will hear from the HR expert from South Africa, Jaryd
(whom you met last week). He shares his valuable insight on myths and trends in
LinkedIn profiles. Before we hear from him, let’s start with what makes a LinkedIn profile
strong.
What is LinkedIn? [Watch if You are New to LinkedIn]
If you don’t know about Linkedin and need to learn what it is, this video is for you.
https://youtu.be/AcmKZrC89Mo

Create a LinkedIn Profile [If You Don’t Have One, Yet]

This lesson is for you if you are completely new to LinkedIn. If you already have an
account, you can skip this lesson.
First, go to Linkedin.com and follow the steps to create an account.
Next, watch this video to get familiar with the platform. We will take you through the
steps to complete your profile in the lessons that follow.
https://youtu.be/hfH0omT6Chg
Source References
The statistics on the page were from:

1. Mind-Blowing LinkedIn Statistics and Facts, Maddy Osman

https://kinsta.com/blog/linkedin-statistics/

2. 40 Essential LinkedIn Statistics You Need to Know in 2022, Haroon Gulzar

https://www.linkedin.com/pulse/40-essential-linkedin-statistics-you-need-know-
2022-haroon-gulzar/

3. How to Standout on LinkedIn, People to Go

https://www.peopletogo.com/PTG-blogs/how-to-get-noticed-on-linkedin-by-
recruiters?source=google.com

4. 40 Essential LinkedIn Statistics You Need to Know in 2022, Haroon Gulzar

5. 41 Essential LinkedIn Statistics You Need to Know in 2023, Jack Shepherd

https://thesocialshepherd.com/blog/linkedin-
statistics#:~:text=Indeed%20is%20the%20top%20platform,it%20for%20their%20job%20searches.
6.7.2 (9) Steps to a Powerful LinkedIn Profile

A powerful LinkedIn profile is one of the best ways to get your name - and skills - out there. In this
section, we will walk you through the steps to creating a powerful LinkedIn profile.
As you learn each step, open your LinkedIn and put this new knowledge into practice. These steps
will show up again as part of your LinkedIn mini-project. Doing them now, as you go, means you will
have done half your mini-project by the end of the lesson.

Step 1: Perfect Your Profile & Pictures

Unlike your resume, your profile picture is very important on your LinkedIn profile. It needs to be
professional. LinkedIn research showed that having a picture makes your profile 14 times more
likely to be viewed. It is your first chance to get noticed.

 Pick a photo that looks like you now: If the recruiter is to invite you for an interview
tomorrow, they should be able to recognize you from your LinkedIn picture. A picture
taken a while ago might make the recruiter question your credibility.
 Use a high-resolution image: LinkedIn’s ideal picture size is 400x400 pixels. All this
means is avoid low-resolution (blurred/unclear) photos.
 Your face needs to occupy more than 60% of the frame: Crop the image at the top
of your shoulders.
 Don’t use group pictures: You need to be the only one in the frame. Cropping team
pictures is not a good idea. Relevant group pictures could be included in your banner.
  Don’t use a selfie: It would be optimal to get a professional picture. If that is not an
option, get someone to take a picture of you. Make sure you have a natural and
comfortable pose.
 Choose a natural facial expression: You should look happy and confident.
 Avoid distracting backgrounds: Remember! You should always be the focal point of
the picture. You don’t have to stand against a plain or white background. If you want to
show your office and cool details about your space, you would better do that in your
banner.
 Wear what you usually wear at work: You don’t have to be wearing a suit or very
formal clothes for your LinkedIn picture, as every workplace has a different vibe. You
don’t want to be over or underdressed.
 Take your photo in soft, natural light.
 Use filters wisely: LinkedIn offers 6 filters that you can apply to your profile picture.
You can still adjust the brightness, contrast, saturation, and vignette of the photo directly
on LinkedIn.
 Your cover photo needs to be high-resolution and correctly sized. We recommend that
you use a JPG, PNG or GIF file under 8MB.

You can get more details about LinkedIn profile pictures here.
https://www.linkedin.com/business/talent/blog/product-tips/tips-for-taking-professional-linkedin-
profile-pictures
Use this tool to verify if the LinkedIn picture you selected is good for LinkedIn or not.
https://www.snappr.com/photo-analyzer/

May This Never be A VA Graduate

Examples of terrible LinkedIn pictures that leave a lot to be desired are below.
If you current LinkedIn profiles resembles any of the above, your last beach summer vacation or
AfroFest concert selfies, change it to something that says “I am a VA who delivers”.
When done, move on to step 2 below.
Step 2: Target Your Headline
The aim of a headline is to give an overview of you and briefly outline what makes you unique.
Your headline should encourage LinkedIn users to check your profile.
LinkedIn headline has a character limit of 120 characters, including spaces. That would roughly be
18 words.
The question now is: How can you summarize your character, experience and skills in just 18
words? Follow this guide to write a headline that does you justice.

1. Start your headline with your job title and company name: e.g., Virtual Assistant at
Zirtual, Product Manager at M-Pesa. If you are a student or recent grad, provide your
major and university. e.g., Electrical Engineering student at the University of Nairobi.
2. Add your unique selling point: Describe what makes you unique. This is the part
where you can make yourself stand out. e.g., Women Techmakers Scholar, Ghana’s 30
under 30, National Chess Champion. You could choose to add your interests. e.g.,
Machine Learning Enthusiast, Blockchain, Marketing.
3. Ensure that your headline has the keywords relevant to the most desired
positions that you are applying for: This will help recruiters find you and make your fit
for those roles more clear.

You can use any of these + - | || or / as separators, but we strongly recommend using |.
A captivating headline: Your headline should be brief but include relevant keywords to increase
your profile’s visibility. For example, “Junior Data Analyst in Healthcare | ALX Alum.”
You can find more details and 15 different examples of LinkedIn headlines in this article.
https://www.linkedin.com/pulse/your-ultimate-guide-linkedin-headlines-15-best-examples-nikita-
gupta
6.7.3 VA LinkedIn Profile Revamp: Steps 3 – 5

LinkedIn Summary
You should not leave this section blank!
Studies show that job applicants with complete LinkedIn profiles are more likely to
receive a call back for a job interview than those without LinkedIn profiles. Recruiters
use your LinkedIn to know more about you and verify your credibility. Think of your
LinkedIn summary as your elevator pitch.

Step 3: Focus on Your Summary

There is no standard formula for writing your LinkedIn summary. Remember, it needs to
reflect your personality.
You can see here different summary styles and examples to inspire you.
https://www.themuse.com/advice/5-templates-thatll-make-writing-the-perfect-linkedin-
summary-a-breeze

For this course, we will use the following 4-step formula:

1. Introduction: Before jumping into the numbers and achievements, tell us

more about who you are. LinkedIn is a social network, remember.
 2. Authenticity & Unique value proposition: Don’t use generic templates. Be
authentic. Recruiters look for what makes you unique and what makes you
stand out from all the other LinkedIn users with similar profiles.
3. Quantified achievements: Use bullet points to highlight your achievements
and be succinct. Only highlight your most important achievements.
4. Call to action: Tell your readers explicitly what you want from them - what
you want them to do. (e.g., check your website, get in touch if they have
questions, reach out if they have open data analyst positions, etc.)

Step 4: Detail Your Work Experience

Your LinkedIn profile can be more comprehensive than your resume. You don’t have a
limit of 1 or 2 pages. You can add all your work experiences. If you have had more than
one role in the same organization, it is worth including all of them, drawing attention to
the major achievements.
It is still important to be clear and succinct. Use bullet points in the description to list
your achievements. You can copy-paste what you have on your resume.
You can also add photos, documents, and media links.

Step 5: Update Your Education & Skills

Add your education the way you added it in your resume:

 School Name
 Degree
 Field of Study
 Start & End Date
 Grade or Grade Point Average. This is not required but you can add it if it
is something you want to share.
 Activities & Societies. These are your extra-curricular activities during your
school time.
 Description: You can add a short description of your school or any
additional information you would want to share. You can also share more
details about a scholarship you got in this space.

Add your skills. You can use the suggested skills and the skills you added to your
resume. Add as many as you can think of.
Your connections are able to endorse your skills.
6.7.4 VA LinkedIn Profile Revamp: Steps 6 – 9

LinkedIn Connections and Network

LinkedIn recommendations are a valuable tool for building credibility in the job market. You must
proactively ask for recommendations, follow up, and thank your recommenders.
Step 6: Ask for Recommendations
Recommendations could be from:

 Managers
 Colleagues
 Mentors
 Happy clients
 Peers
 Anyone who collaborated with you before.

You don’t want to have copy-pasted template recommendations. This is why you have to put in the
effort and guide your recommenders. Ask your recommender to highlight particular skills and
highlight certain experiences. Provide details about your engagement that your recommender can
use. For example, if you want them to highlight your project management skills, remind them of a
project you led excellently.
You want your recommendations to highlight different skills. It does not help to have 2 - 3
recommendations only focusing on your project management skills. You also want to make sure that
the recommendations don’t contradict one another.
Once you get your recommendations, thank your recommenders. You can offer to recommend them
or even go one step further and send them a draft of a potential recommendation.
Below is an example of a template you can use:
Hi [Name], I hope you’re doing well! I’m currently updating my LinkedIn and I really value the time
that I spent working with you at [company], and I wanted to reach out to see if you’d be willing to
write me a short LinkedIn recommendation. I especially want to highlight my project management
skills. Feel free to use this as a starting place:
[Name] is [why they’re special]. [Describe your professional relationship in 10-15 words], and in that
time [explain what they’ve been successful at doing]. [List 1-2 things that [Name] excels at]. [List a
positive personality trait and why that positive personality trait positively impacted you or the work
environment]. [State that you highly recommend them].
You can find more templates on how to ask for recommendations. We recommend having at least 2
recommendations on your profile.
https://www.themuse.com/advice/how-to-ask-for-a-recommendation-on-linkedin

Step 7: Grow Your LinkedIn Network

You need to grow your LinkedIn network. You can start by adding people that you know: professors,
classmates, and colleagues. If you click on “Connect,” LinkedIn will send them the following
message:
“I’d like to add you to my professional network on LinkedIn.”
This message could work with people who already know you but is unlikely to work with strangers
unless they have a reason to connect with you. We recommend that you use the 300 characters that
LinkedIn offers you to customize your invitations.

 If you are connecting with someone you know personally, use this space as an
opportunity to strengthen your relationship.
 If you are connecting with someone you recently met or connected with at a
conference/meeting, use this space to remind them of how/where you met.
 If you are connecting with someone you don’t know at all, you need to give them a
reason to accept your request. You have to do your homework. Go to their profiles
and read thoroughly, then pick something you can connect with and highlight it in your
personalized message.

Remember the following when connecting with people on LinkedIn:

 Not everyone is interested in networking: You should not just send random
connection requests with no customized messages and expect people to connect with
you.
 Your LinkedIn profile is your personal brand: You have to make sure that your
profile is complete and that the information on it is accurate.
  People dislike anything that looks like spam & advertising: People will immediately
disregard your message if they don’t know you and think that your connection request is
solely for advertising purposes.

Step 8: Join Relevant Groups & Pages

Groups give you a space to connect with people with similar interests as you. LinkedIn has more
than one million groups. You will definitely find groups about VA work and your fields of interest.

 Join 3 different groups

 Engage in conversations & get to know different people.
 Add to your network the people that you engaged with in group conversations. They
are no longer complete strangers. They know you now. Send them a message or an
invite to become part of your network.

Step 9: Customize Your LinkedIn URL

Customize your LinkedIn URL. The address should look something
like: www.linkedin.com/in/yourname. This will make it easier for you to include it on business
cards, resumes, and email signatures. If you need help guidance on how to do this, this video is for
you.
https://youtu.be/7VwGf4G_s20

And that’s it. Your LinkedIn profile is revamped.

If you are struggling with the steps to update your LinkedIn, or just want more help, we recommend
that you use this short course as a guide. You can even add a certificate to your LinkedIn profile
once you’ve completed it!
https://www.linkedin.com/learning/learning-linkedin-19899255/find-the-right-
keywords?autoAdvance=true&autoSkip=false&autoplay=true&resume=false

Many want to be part of your growing professional network. So go ahead and post your customized
LinkedIn URL with your squad on the Portal. Ask them for feedback on your profile and ask them to
join your network.
6.7.5 Examples of Great LinkedIn Sections

Take a look at these visual examples of great LinkedIn sections.

Profile Picture

Headline
Work Experience
Skills and endorsements

Recommendations
Example 1:
Nikita is a rising star in the PR world. As our team’s account coordinator, she effortlessly juggles
reporting, scheduling, and research for five account managers (myself included). But her strengths
go far beyond staying on top of our team’s needs and details. She proves her interest and drive in
the field daily by going out of her way to make connections with editors and look for outside-the-box
opportunities for our clients. (She’s also helped me up my PowerPoint game—big time.) Any PR
team would be lucky to have Nikita, and I can’t wait to see where the future takes her.
Example 2:
Rarely do undergraduate students come with as much drive as Chandler. When he was a
sophomore, he took two of my business strategy classes and served as president of the Future MBA
student group I chaired. During that time, I was impressed by his ability to connect topics covered in
class with both case studies and of-the-minute business news. He showcased leadership outside of
the classroom, too—effortlessly juggling a wide array of extracurriculars and social events. I’m
confident that Chandler will have a bright future in his chosen career path of management consulting
and that he’ll be an asset to any employer.
6.7.6 LinkedIn Etiquette

There are a few guidelines to remember so your LinkedIn profile remains attractive and competitive.
Let’s look at these common mistakes committed by several LinkedIn profile owners so you can avoid
doing the same.

Common Mistakes
1. Typos & Grammatical Mistakes:
Remember, your LinkedIn is your personal brand. You should not have typos anywhere in your
profile. Get a friend or a colleague to carefully read through your profile when you are done.
2. Multiple Profiles:
Having multiple profiles creates confusion for those looking for you. Delete the old ones and have
only one complete profile.
3. Too Much/Irrelevant Information:
Be succinct and clear. This makes it more likely your most important skills will be noticed.

 For example, if you worked as a cashier at a take-out restaurant for 2 years:

 You might say: “Offered exceptional service and accepted payments from over 100
clients per day, and received a 4.9 out of 5 average customer satisfaction rating.”
 You shouldn’t say: “Enjoyed my time working at this fun restaurant. The people were
nice and I learned a lot. Sandy, my manager, taught me how to quickly count change
and I thought that was a a really cool way of doing things.”

4. Outdated Profile:
Update all important changes in your education and jobs on your LinkedIn profile as soon as
possible so that potential recruiters and prospective employers are not misled!
5. A bio/summary that you copied & pasted from someone else:
Just don’t do this! If noticed, it makes you look really bad. Feel free to take inspiration and short
phrases from others, but always write your own bio/summary!
And finally a list of common dos and don'ts to make the most of your profile.
6.7.7 Mini-Project: LinkedIn Makeover

LinkedIn Revamp
All that knowledge, now what? Great question! It’s time to put it into practice.
Here is what you need to do to revamp - or create - your LinkedIn profile. This activity forms part of
your milestone submission this week. Let’s jump in.
Step 1: If you don’t already have one, create a LinkedIn profile. Follow the guidance earlier in the
module on how to do that.
Step 2: Customize your LinkedIn URL so it is short and easy to read. Here is more guidance on how
to do that.
Step 3: VERY IMPORTANT. Go back to your resume. Add the URL of your LinkedIn profile to your
resume. It should come just after your contact information and before your Summary.
Step 4: Include a professional, high-quality photo as your profile picture.
Step 5: Add a prospective role to your headline, for example: Administrative Assistant, Virtual
Assistant, Accountant | Executive Assistant.
Step 6: Make sure your intro block contains your key education information.
Step 7: Mark your profile as ‘looking for job opportunities’ (assuming you are).
Step 8: Make sure your About section contains at least 1-2 paragraphs detailing your background,
education, and goals.
Step 9: Make sure your About section includes at least one accomplishment or “hook” that could
encourage someone to keep reading.
Step 10: Make sure your About section contains a call to action, for example an invitation to connect
or a request to contact you if you seem like a match for an opportunity.
Step 11: Error check your profile to make sure it is free of typos and grammatical errors. Remove
any irrelevant or distracting information.
Step 12: Submit your LinkedIn URL as part of your Week 7 Milestone.

Reflect:

1) What is the one thing you like the most about your LinkedIn profile?
2) What is one question, uncertainty, or idea for improvement you have about your LinkedIn profile?
You are also encouraged to share your answers with your squad!
 6.8 Week #6 Milestone: Creating
Your Resume, Cover Letter and
LinkedIn Profile
6.8.1 Week #6 Milestone: Creating Your Resume, Cover Letter and
LinkedIn Profile
6.8.2 Week #6 - Recap Quiz
6.8.1 Week #6 Milestone: Creating Your Resume,
Cover Letter and LinkedIn Profile

 Novice
 Weight: 5
 Project over - took place from Oct 28, 2024 2:00 AM to Nov 5, 2024 2:00 AM
 An auto review will be launched at the deadline

In a nutshell…

 Auto QA review: 3.0/3 mandatory

 Altogether: 100.0%
o Mandatory: 100.0%
o Optional: no optional tasks

span>

Cover Letter, Resume and LinkedIn Profile

Now it’s your turn to tell us how your skills are looking and share your thoughts on the conversation
with your peer.
This Milestone has 4 parts, each with important details. Read through the entire Milestone carefully
before you begin so you understand exactly what you need to do.
Here is what you need to do to complete this week’s Milestones
MINI-PROJECT 1: RESUME
You should have already completed steps 1 - 11 below and created your resume earlier this week.
Here are the instructions again:

 Step 1: Job Description

Use the same job description for the open position you identified and used for your Cover
Letter Mini-project. Re-read the job description, as you will be creating/tailoring your resume
specifically for this job.

 Step 2: New Document

Open a new Google document, OR make a copy of an existing resume you already have that
you can modify. You can also use a resume builder app like NovoResume.

 Step 3: Choose a Font

 Choose a non-distracting and professional font for your resume, such as Arial, Bondoni,
Helvetica, Proxima Nova, Sabon, or Times New Roman. Set your font size to at least 12pt and
no more than 14pt.

 Step 4: Set Margins

Make sure your margins are not smaller than 0.7 inches around the page and not bigger than 1
inch around the page. (Google how to do this if you need help.)

 Step 5: Contact Information

Put your name at the top, followed by contact info. Your contact info should include an email
address, phone number, and country code. (A physical address is optional). Just after your
contact information and before your ‘Summary’ section, put the URL of your LinkedIn profile. If
you do not have a LinkedIn profile, simply leave a placeholder line for this. You will come back
and update your LinkedIn URL after the LinkedIn lesson.

 Step 6: Summary

Add a “Summary” title and create a Summary section, following the guidance given earlier in
this module. Provide 2-3 bullet points highlighting your most important skills/experience.
Remember, this could be the only thing your prospective employer/client reads!

 Step 7: Work Experience

Add a “Work Experience” title and create a Work Experience section, following the guidance
given earlier in this module. Provide relevant, clear, succinct, and outcomes-focused work
experience information. If you do not have any work experience, please use volunteer
experience instead.

 Step 8: Education

Add an “Education” title and create an Education section, following the guidance given earlier in
this module. You can choose to put “Education” before “Work Experience” if you wish. Provide
educational information that is clear and succinct.

 Step 9: Skills

Add a “Skills” title and create a Skills section, following the guidance given earlier in this
module. Provide skills information that is relevant, clear, and succinct.

 Step 10: Error Check

Once you’re done, we recommend letting it sit for at least a few hours before doing an error
check. This allows you to see it with fresh eyes. Review your resume to ensure it does NOT
contain distracting, unprofessional, or irrelevant information. Spell-check and grammar-check
your document. Then, re-read it to correct any grammatical errors, awkward/unclear wording,
and/or other errors.

 Step 11: Save

 Save your resume as a Google Doc in your Google Drive. Name the document using the
format FirstName LastName Resume. Make sure all of your work is visible and formatted
correctly.

 Step 12: Submit

Follow the SUBMIT instructions below.

MINI-PROJECT 2: COVER LETTER

You should have already completed steps 1 - 16 below and created your cover letter earlier this
week. In case you need them, here are the instructions again:

 Step 1: Identify a Position to Apply for

Using any job board resources we shared in your Personal Career Workbook, LinkedIn, or a
website of your choice, identify one currently open position that you would like to apply for. You
will be tailoring your cover letter for this specific job.
Make sure the job is a fit for your skills, strengths, and career interests. We hope you will apply
for the job, but that is not a requirement. If you are not actively seeking employment, please
pick a job that appeals to you. You can prepare a cover letter that you can quickly adapt for a
similar role in the future.

 Step 2: Read the Job Description Carefully

Read the job description carefully. Take a moment to imagine the person who wrote this job
description and their goals for wanting to hire someone. Write down or highlight what you feel
are the 3 or 4 most important elements that the hiring manager/organization is looking for.
You’ll want to make sure you can deliver on these elements, and that you speak directly to
them in your cover letter.

 Step 3: Open a New Google Doc

Open a new Google Doc OR a cover letter template you want to use. NovoResume has great
Google Docs cover letter templates. Alternatively, you can also make a copy of a cover letter
you already have and want to modify.
Save your document in your Google Drive.

 Step 4: Choose a Professional Font

Choose a font for your entire letter that is non-distracting and professional, such as Arial,
Bondoni, Helvetica, Proxima Nova, Sabon, or Times New Roman. Set your font size to at least
12pt and no more than 14pt.

 Step 5: Set Your Margins

Make sure your margins are not smaller than 0.7 inches around the page and not bigger than 1
inch around the page. (Google how to do this if you need help.)
 Step 6: Write the Date

At the top right or left of your letter, write the date for when you plan to send it (or just put
today’s date).

 Step 7: Add the Contact Information

If you have the name of the person you are trying to contact and/or the company contact
address, this should go next. Align it to the left. You may leave this part off if you do not have
the contact information.

 Step 8: Address the Letter

Address the letter with a salutation – we recommend “Dear” – followed by one of these:

o A specific person’s name: This is the best choice IF you are confident this person
handles the hiring or recruiting for the role. It pays to do a little research/poking around
LinkedIn and/or the company website to see if you can find out. Sometimes, you can
see who posted the role and who is a good person to address your letter to.
o “Head of X [specific department name]”: This is the second best choice IF you are
confident in the name of the department or division of the organization you are applying
to. Again, you can poke around LinkedIn and/or the organization’s website and try to
figure this out based on people’s job titles.
o As a third option, you can address the letter to the “Hiring Manager” if you do not have
any contact information.
 Step 9: State the Position

In the first paragraph (probably the first sentence), state the name of the position you are
applying to and (optionally) how you learned about the position.
Example 1: “I am excited to be applying for the role of Virtual Executive Assistant, which was
recently posted on LinkedIn.”
Example 2: “I am writing to express my strong interest in your open position for Administrative
Assistant to the Head of Sales, which I was referred to by my colleague Joshua Wanjiru (who is
part of your legal team).”

 Step 10: Explain Your Interest

Explain why you are applying for the role. What excites you about it?
Example 1: “I am applying for this role because coordinating travel is one of my favorite tasks,
and I excel at it. I’m excited by the prospect of handling a large number of travel logistics for an
entire team.”
Example 2: “I am especially thrilled about this position because I love numbers, and I am
incredibly analytical, and it seems these skills would be put to great use in this role.”

 Step 11: State Why You Are a Good Fit

State why you are a good fit for the role. Make sure you focus on the 3-4 specific elements that
you identified as most important in the job description. Try to use language that feels authentic
to you.
 Example: “Based on the job description, I believe I am a solid fit for this position. I excel at
accurate data entry, have experience in the food industry, and I adore the many types of
chocolate ice cream you describe that I would need to evaluate.”

 Step 12: Provide Evidence

Follow up your statements with short, specific evidence that you can do what they need you to
do. This means you briefly summarize past accomplishments/outcomes that are relevant and
demonstrate your capabilities. You may mention things on your resume, but this is a chance to
put them in a bit more of a story summary format.
Example 1: “While I was still in secondary school, I put in over 200 hours volunteering for an
NGO where I created a successful social media campaign that resulted in fundraising over
$25,000 for displaced children.”
Example 2: “Last year, I organized a trip for my family that involved taking over 20 people of all
ages to two international destinations. I successfully handled all visa requirements,
accommodation, and transport bookings, tour schedules, and plane ticket purchases for this
large group with diverse needs. The trip was a smashing success, and my family has now
dubbed me ‘The Travel Master.’ ”

 Step 13: Conclude Your Letter

Conclude your letter with a non-demanding suggestion that re-conveys your enthusiasm. Use
language that feels authentic to you.
Example 1: “I sincerely hope we have the opportunity to speak further so that I can share more
about myself and the unique strengths I would bring to this role.”
Example 2: “I would be delighted to speak with you at your earliest convenience and share
more about my particular enthusiasm for this role and how my university studies have equipped
me to hit the ground running.”
Do not say: “Call me immediately because I am the person that you want.”

 Step 14: End with an Appropriate Sign-off.

End your letter with an appropriate sign-off like “Warm Regards,” or “Sincerely,”
If you would like, insert an image with your handwritten signature. OR, simply type your name.

 Step 15: Check for Errors.

Once you’re done writing, let it sit for at least a few hours before doing an error check. This
allows you to see it with fresh eyes. Spell-check and grammar-check your document. Use a
writing aid like Grammarly. Then re-read it, again as a final check.

 Step 16: Save

Save your cover letter as a Google Doc in your Google Drive. Name the document using the
format FirstName LastName Cover Letter.

 Step 17: Submit

 Follow the SUBMIT instructions below.
Save your Google Docs Agenda and Notes in your Google Drive.

MINI-PROJECT 3: LINKEDIN PROFILE

You should have already completed steps 1 - 11 below and revamped your LinkedIn profile earlier
this week. Here are the instructions again:

 Step 1: If you don’t already have one, create a LinkedIn profile. Follow the guidance earlier in
the module on how to do that.
 Step 2: Customize your LinkedIn URL so that it is short and easy to read. Here is more
guidance on how to do that:

https://www.linkedin.com/learning/linkedin-quick-tips/claim-your-custom-url?

 Step 3: VERY IMPORTANT. Go back to your resume. Add the URL of your LinkedIn profile to
your resume. It should come just after your contact information and before your Summary.
 Step 4: Include a professional, high-quality photo as your profile picture.
 Step 5: Add a prospective role to your headline, for example: Administrative Assistant, Virtual
Assistant, Accountant | Executive Assistant.
 Step 6: Make sure your intro block contains your key education information.
 Step 7: Mark your profile as ‘looking for job opportunities’ (assuming you are).
 Step 8: Make sure your About section contains at least 1-2 paragraphs detailing your
background, education, and goals.
 Step 9: Make sure your About section includes at least one accomplishment or “hook” that
could encourage someone to keep reading.
 Step 10: Make sure your About section contains a call to action, for example an invitation to
connect or a request to contact you if you seem like a match for an opportunity.
 Step 11: Error check your profile to make sure it is free of typos and grammatical errors.
Remove any irrelevant or distracting information.
 Step 12: Follow the SUBMIT instructions below.

PART 4: SUBMIT
You must submit links to your Resume, Cover Letter and Linkedin Profile in the tasks below. Here is
what you need to do:

1. Make sure your Resume and Cover Letter are saved in your Google Drive.
2. Find your Resume in your Google Drive > Open it > Change the sharing access to “Anyone
with the Link” > Copy the URL (link) and > Submit the URL to the document in the right Task
below.
3. Do the same for your Cover Letter
4. Go to your LinkedIn profile
5. Click on your profile picture at the top of the LinkedIn homepage.
6. Click on ‘View profile’ > Locate your customized LinkedIn URL under your profile picture >
Copy the URL.
7. Paste this URL into the right Task below.

Make sure you submit each URL in the correct Task.

6.8.2 Week #6 - Recap Quiz
Well done for completing the quiz!
Please check your scores to see if you passed or need to retake the quiz. To pass, you must score
at least 70%.

Overview
Question Result

1. correct

Good etiquette on LinkedIn is to _ _ _ _.

2. correct
What is a key difference between being a contractor (freelancer) and an employee?

3. correct
EA Hacks is hiring. Here is the job description they published.

4. correct
What are the main goals of networking?

5. correct
When networking online, which approach is recommended to make it easier for others
to help you?

6. correct
What is the purpose of a cover letter?

7. correct
Which of the following is a good strategy for effective in-person networking?

8. correct
Most jobs are filled by candidates who _ _ _ _

9. correct
What is the primary goal of your resume?
Week 7
 7.1 Practicing VA tasks
7.1.1 Welcome to Week 7!
7.1.2 Looking Ahead: Week 7 Milestone and Recap Quiz 7
7.1.3 Volunteer VA Tasks
7.1.4 Working with Clients
7.1.5 Practicing VA tasks
7.1.1 Welcome to Week 7!

It’s Officially Week 7!

Week 7 is all about practice. You should have volunteer opportunities lined up to practice and gain
some VA experience. It’s also an opportunity for you to practice your networking skills.
Use your personal copy of the Task Request Form
https://docs.google.com/forms/d/1bVHz9SH-NCcKDMz63htcVeCCNJ8i_t3ZYsGdFGgZyms/copy
https://docs.google.com/forms/d/1wfHpUsCILdOM_hLrYjzh_NWy3x9Vs-xfR39tfO7L2oA/edit
to get your task requests. We will ask you to submit the form responses as part of Milestone 7.
https://youtu.be/yXrQp72xzVI
In case you need it, the video transcript can be found here:
Video Transcript
Hi everyone, it is Week 7! You are in the final stretch, and we are so proud of you. Keep moving
forward; you only have two more weeks to go!
Last week, you had the opportunity to improve your cover letter, resume, and LinkedIn profile. We
hope you feel more confident about these career tools and in your skills to tailor them to specific
jobs.
This week, you will learn four key skills: how to Bid, Pitch, Interview, and Negotiate.
This week is a game-changer! You’re going to explore the world of freelancing and learn how to land
online work through bidding.
You will learn how to pitch yourself and shine in those moments when you meet someone influential
who could propel your career to new heights.
You’ll also get the inside scoop on how to ace interviews and negotiate like a pro. Hiring managers
often expect you to negotiate, but it’s all about having the confidence and skill to make your case.
As you’re sharpening these career tools, you will be sharpening your VA skills through the volunteer
opportunities you have lined up this week. This is your chance to practice your VA skills in real-world
scenarios and gain invaluable experience. Plus, volunteering is a fantastic way to network and
connect with potential clients.
As you volunteer, be courageous, and open-minded, and remember to practice a growth mindset.
Treat this as an experiment and a learning opportunity.
You will get out what you put in this week. All the best with your volunteer endeavors. We can’t wait
to learn all about your experiences.

Happy Volunteering!
7.1.2 Looking Ahead: Week 7 Milestone and
Recap Quiz 7

This is the penultimate week of the VA program. Be proud of the hard work you have
put to get to this point.
This week is about taking the initiative to sharpen your VA skills. You will reach out to
your network and complete VA tasks for them. Alongside your volunteer
opportunity, you will complete two mini-projects, as part of the Week 7 Milestone.
Week 7 Milestone
Week 7 Milestone consists of two submissions. A working URL (link) to your:

 Online Bid
 Personal Pitch

Week 7 Milestone is due at the end of the week. Complete, detailed instructions are on
the Milestone submissions page.
Remember to complete each mini-project right after completing the related content
section.

Recap Quiz 7
Recap Quiz 7 will test your knowledge of all the topics this week. You should have
studied each topic and completed all activities before attempting to take the Recap
Quiz.
Recap Quiz 7 is also due at the end of this week.
You must score 70% or higher on the test to pass.
If you take the quiz and score under 70%, you may retake the quiz until you get a
passing score.

Are you willing to go out of your comfort zone to open up yourself to new experiences?
Taking the initiative means recognizing your responsibility to make things happen.
Those who take the initiative are the ones who end up discovering worthwhile
opportunities and jobs. They seize these opportunities and solve problems through
resourcefulness.
By now, you should have a good sense of the key skills required to be an effective VA.
This week, you will be learning by doing and putting those VA skills into practice. It is a
great week to develop your ability to take initiative.
As you go through this week, think of the answers to those key questions:

 How will I exercise initiative in reaching out to my network and

completing tasks?
 What problems will I solve for my client?
 How will I be resourceful?

� Remember that your future is in your hands and to affirm your future, you have to act
and take initiative on the goals that you set for yourself. �
7.1.3 Volunteer VA Tasks

Collecting VA Tasks
This week, your main focus is on collecting as many VA tasks as possible and completing them
efficiently and excellently.
If you haven’t already made a copy of the Task Request Form to send out to your network, please
do so now.
You will get out what you put into this week.
You may choose to avoid pushing yourself or reaching out to many people. You may also put
yourself out there, contact many people in your network, get creative, and follow up with reminders
for your network to submit tasks to you. It is really up to you. No one will be looking over your
shoulder. You are doing this for you!
This is an opportunity for you to gain experience and grow your skills and your network, for YOU.

Tracking VA Tasks
When you’ve sent out the your google form for people to request tasks, a response form (Google
sheet) will automatically be generated. This is the sheet you will use to view all the responses you
received from your network. You can track your status on completing the work on that sheet as well.
To find this response form, complete these steps:

 Open your personal original form in Google Forms (the one you are editing, not the link
you send out to your network).
 At the top of the form, click Responses.


 Then, click on the green squares icon to open up all your responses in Google Sheet
format.
 

Decide on an appropriate follow-up for each task. We recommend you send an email with a clear
and short report of what you did and what the result was. If you need further information to complete
the task, then follow up with an email requesting that right away. You can also decline a task if it is
too large or you do not know how to do it.
You can add another column to this Google Sheet so that you can track the progress and the status
of each task. Examples of statuses you can use include: “Complete”, “In progress, or "Waiting for
more information”.

Please reach out to your squad for support, to share ideas, or for help with any challenges you may
face with your volunteer activities this week.
Wishing you lots of success in collecting and completing your tasks!
7.1.4 Working with Clients

A Refresher on Confidentiality and Building Relationships

As you embark on volunteer activities, it is important to remember that this is an opportunity to build
relationships with potential clients and boost your credibility as a VA.
Remember, by hiring you as a VA, your client is choosing to TRUST you. That’s a big deal!
Important attributes of a VA are knowing how to manage sensitive information and being discrete
and confidential.
You might work for a client who needs support with work that requires you to have access to
sensitive information. It is your job as a VA to hold this information in high regard and only use
it for the purpose it was intended. Being trustworthy is integral to building lasting professional
relationships.
Hope and Jeremiah have additional advice to share based on their experiences working with
clients/managers.
Build a Rhythm and Trust
Hope shares what makes her good at her job and this is what she said.
https://youtu.be/3BUsJWexJxo

Build Relationships
Jeremiah shares more about people skills and building relationships with the client.
https://youtu.be/nDhLnXreIm0
Reflect:

As you volunteer this week, how will you strengthen your relationship with the clients (potential future
paying clients) that you work with? How will you show up as a VA to enhance your credibility and
their trust in you?
7.2 Finding Contract Work
7.2.1 Working as a Freelancer
7.2.2 First Job Online as a Freelancer
7.2.3 Strategies for Building a Client Base
7.2.4 Online Platforms to Find Contract Work
7.2.5 Writing Winning Bids as a Freelancer
7.2.6 Activity: Your VA Bid
7.2.7 Contract Work
7.2.1 Working as a Freelancer

Contracting (Freelancing) as a VA
When someone who has already walked a road you are on before you shares their wisdom on how
they navigated it and reached their goal, it helps make your journey intentional, focused, and easier
to navigate.
We know VAs who have mastered the game of freelancing and working with online clients. We
asked them to share their experiences in this module so you know what to look out for and have a
head start with your career, if this is the route you choose to take.
Meet Olukemi
Meet Olukemi, a seasoned VA with over 14 years of work experience. She will share valuable
nuggets of information about working remotely as a freelancer, finding contract work, and nurturing
relationships with clients.
https://youtu.be/GGYz31iLGBQ

Olukemi’s Upwork Journey

In this video, Olukemi shares how she became a VA and her initial journey on Upwork. She speaks
about her experience in finding contract work on Upwork. Insightful!
https://youtu.be/jWut2ST2L4A
Laura’s Upwork Journey
Laura shares her experience and answers the question, “How did you become a VA, and what was
your initial journey on Upwork?”
Laura speaks on the benefits of working with international clients and the challenges of freelancing
with clients she finds locally.
https://youtu.be/J-JBICTQHvY

Olukemi mentioned interesting points and a few new words we have yet to encounter in this
program. Did you catch them? Try to recall before clicking to look.
She mentioned:

 Bidding on Upwork, her niche (property) and her clients, who are long-standing.
 Her career journey from Customer Service for an Engineering firm, to Human
Resources Admin, to Freelancing.
 That consistency and patience pay off when it comes to finding a job online.

You will learn more about “bidding” this week, and in Week 8, you will learn about VA “niches”
including Customer Service.
7.2.2 First Job Online as a Freelancer

Getting Hired
Getting that first job is crucial—it’s the key that opens the doors to the market. We
asked Olukemi what made her stand out to the client when she landed her first job.
Here’s what she said…
https://youtu.be/X2creDQLO3c

Did you catch that moment of resourcefulness and managing up to solve a long-
standing problem for the client? Olukemi took the initiative to send out Happy Holiday
emails to her client’s customers who were owing and politely asked for payment. That
was smart thinking, and the client was impressed and kept Olukemi on.

Your First Clients

How do you build a client base and credibility when starting out with no experience?
This video on YouTube provides valuable tips. While earning $1000 so quickly for a first
VA job may not be realistic for most, the strategies shared are clear, powerful, and
essential. If you apply them over time, they can help you land your first online client.
https://youtu.be/NXK_eDYhzJA

The video emphasizes building a portfolio, which aligns with what you are already doing
in the VA Program. Every piece of work you produce for your milestones can showcase
your skills and be part of your portfolio.

How to Get More Clients

Olukemi shared some tips on identifying clients she would like to work with and building
long-term contracts. Quality work yields rewards and pays off!
https://youtu.be/T2O7eLISwP8
7.2.3 Strategies for Building a Client Base

Managing Client Load

As a VA, it is important to understand your capabilities so you can effectively decide on the number
of clients to work with, the hours you can commit, and the type of work you can excel at.
Laura was asked about her biggest area of growth over the last two years, and she spoke about
managing her client load. Listen to what she had to say.
https://youtu.be/f8r-kADZWKI

Laura’s Strategy
When asked how she makes decisions about her client base and workload, here are the insights she
shared.
https://youtu.be/G0xEXUuYfME

Olukemi’s Strategy
Olukemi also discussed how she manages clients to ensure she stays on top of everything while
delivering quality work. She echoed similar sentiments to Laura regarding managing her client load,
emphasizing the importance of considering timezones. Take a look.
https://youtu.be/f06aU6AdGWk

What are the three things to keep in mind to secure new clients and manage your client load?
When seeking new clients, your past client reviews are crucial. Delivering work on time and
ensuring its quality can significantly influence potential clients.
Consider timezone differences, your availability, and your capabilities when accepting new jobs.
It’s essential to manage expectations regarding what you can realistically deliver.
To handle work efficiently and accommodate more clients, adopt a learning mindset. Allocate time
to familiarize yourself with new tasks and internalize their processes.
7.2.4 Online Platforms to Find Contract Work

Although we reference Upwork a few times this week, it’s essential to know that you can use various
websites to find clients online. Options include platforms like:

 24/7 Virtual Assistant

https://www.247virtualassistants.com/

 Belay Solutions

https://belaysolutions.com/

 99dollar Social (for Social Media VAs.)

https://www.99dollarsocial.com/

Additional Platforms
In addition to these, this article: 5 Best Freelance Websites for Hiring Virtual Assistants in 2024 from
Website Planet highlights 5 places clients can go to look for VAs. Take a moment to read through
each platform’s description to learn how it serves Virtual Assistants.
https://www.websiteplanet.com/blog/best-freelance-websites-hiring-virtual-assistants/
This article also shares a similar list of the top 5 websites for freelancing VAs.
https://www.craigcampbellseo.com/get-virtual-assistant-jobs
Did you notice that 4 of the 5 freelance websites mentioned in both articles are the same?
It’s reassuring to see two independent articles concurring, which adds to the credibility of each
platform and suggests that the websites are worth serious consideration. To find the ones that are
the best fit for you, you must explore each platform.
International platforms might not all work in your home country but there are great local - on the
Continent - options you can consider such as https://www.nairalance.com/. Poke around and
conduct further research to identify the ones that are most fitting for you.
https://www.nairalance.com/
Common Scams
Now that you have your research skill on point after week 4, you can put it to good use and
find legitimate, reputable and safe platforms you can work on as a freelancer if that is your chosen
path.
ALWAYS REMEMBER: There are many genuine platforms out there for freelancers, but before
registering or sharing your details, always research a website’s reviews, work ethic, customer care
and payment processes to know if it is legitimate and worth your time.
Sometimes good things come with a flip side that you will need to look out for. There are genuine
organizations or potential clients, but there are also those who try to take advantage of freelancers
through scams.
Common scams faced by freelancers online are:

 Work-from-home scams
 Fake job postings
 Requests to send payment before being hired (pay to work)
 Pyramid schemes (or multi-level marketing/direct sellers)
 Requests for account information
 Personal information phishing through tax documents
 Suspicious or unusual payment methods
 “Test” projects (that are actually just a way to get you to work for free)
 Requests to make contact outside of official channels

Tips to Stay Safe

As a VA you must be diligent and well-researched about the platforms you use to find contract work
and the people you share your details with. Stay alert and remember the three points:

 Protective Measures: Use reputable platforms, verify client information, avoid unusual
payment methods, and be cautious of requests to communicate outside official
channels. be wary of clients who ask for work samples without proper agreements or
ask for personal information that seems unnecessary for the job.
 Immediate Actions: If scammed, contact your bank, change passwords, and run
antivirus scans to secure their accounts. Additionally, report the scam to the platform
used for the job and inform relevant authorities to prevent further incidents.
 Long-term Strategies: Building a verified work history and maintaining skepticism
towards offers that seem too good to be true. Consider networking with other
freelancers and joining professional associations to share information and tips about
potential scams.

Trust your instincts.

STAY WOKE | BE WISE | BE SAFE
Reference: This guidance is courtesy of this article on Comparitech.
https://www.comparitech.com/blog/information-security/freelancer-scams/
7.2.5 Writing Winning Bids as a Freelancer

What is a Bid
On platforms like Upwork or Freelancer, a bid is essentially a proposal you submit to a
potential client in response to a job posting. The bid outlines your interest in the project,
your qualifications, and your proposed terms for completing the work.
https://www.freelancer.com/
Bid vs. Cover Letter: A bid on these freelancing platforms functions similarly to a cover
letter but is often more detailed and specific to the project at hand. While a cover letter
typically accompanies a resume in traditional job applications and provides a broad
overview of your qualifications and interest in a position, a bid addresses the specifics of
a single project or job posting.
Resume in Bids: Although a resume provides a comprehensive overview of your work
history, skills, and achievements, it is often not included directly in the bid on
freelancing platforms. Instead, relevant details from your resume are selectively
highlighted in the bid to showcase your suitability for the specific job.

Purpose of a Bid
A bid serves to:

 Introduce Yourself: Briefly introduce who you are and what you do.
 Showcase Relevance: Highlight your relevant skills, experiences, and
qualifications that make you a good fit for the job.
 Outline Your Approach: Describe how you plan to tackle the project,
demonstrating your understanding of the client’s needs.
 Provide Terms: State your proposed budget and timeline for completing the
project.
 Engage the Client: Encourage the client to select you by demonstrating
your enthusiasm, professionalism, and readiness to start the work.

Elements of an Effective Bid

An effective bid should include the following elements:

 Professional Greeting: Address the client by name if possible.

  Introduction: Briefly introduce yourself and mention your relevant
background.
 Understanding of the Project: Summarize your understanding of the job
requirements and why you are interested in the project.
 Relevant Experience and Skills: Highlight specific skills and experiences
that align with the job. Include examples or brief case studies if applicable.
 Proposed Approach: Outline how you plan to complete the project. This
demonstrates your grasp of the task and your methodical approach.
 Budget and Timeline: Clearly state your proposed rate and the estimated
time to complete the project.
 Call to Action: End with a call to action, inviting the client to discuss further
or review your portfolio. Express your enthusiasm for the project.
 Professional Close: Sign off professionally with your name and contact
information.

How to Bid Tutorial

Watch this video for guidance how to bid on freelancer platforms like Upwork. If
becoming a freelancer is something you are considering, create an Upwork account and
follow along with the video to learn how to bid.
https://youtu.be/mMTDUOtCGbc

Freelancer.com, a commonly used freelance platform also shares practical and useful
insights on how to write and present a winning bid. This is another important article to
read if you want to get a firm footing as a freelancer. Please take it all in and make note
of the essential tips.
https://www.freelancer.com/articles/freelancer-insights/writing-a-winning-bid
7.2.6 Activity: Your VA Bid

This activity will guide you through writing a half-page bid for a project on platforms like Upwork or
Freelancer. Your bid should highlight your top three skills, the same skills you’ve mentioned in your
cover letter or identified through your personal branding activity.

1. Visit a freelance website of your choice, create an account, and find a job you would
bid for in real life. Ideally, it should match your strong points and top 3 skills.
2. Draft your bid for that posting by following the below steps.
3. Open Google Docs: Start by opening Google Docs.
4. Rename the document: Rename the document using the format FirstName LastName
Bid.
5. Add Your Name: Begin your bid by introducing yourself. Type your Name at the top of
the document.
6. Professional Greeting: Address the client by name if possible. For example, “Dear
[Client’s Name],”.
7. Introduction: Briefly introduce yourself and mention your relevant background. Include
any achievements or key aspects of your education and work experience that are
relevant. For example, “I am [Your Name], a virtual assistant with over 5 years of
experience in digital marketing and administration.”
8. Understanding of the Project: Summarize your understanding of the job requirements
and why you are interested in the project. For example, “Having reviewed your job
posting, I understand that you need assistance with managing your social media
accounts, conducting research, and handling administrative tasks.”
9. Highlight Your Top Skills: Highlight specific skills and explain how they are relevant to
the project. Also highlight your experiences that align with the job and include examples
or brief case studies, if applicable. For example:
o “I excel at managing social media accounts, creating engaging content, and
analyzing metrics to improve engagement.”
o “Clients have often praised my organizational skills and my ability to handle
multiple tasks efficiently.”
o “My strongest skills include proactive problem-solving, detailed research, and
effective communication.”
10. State Your Value Proposition: Explain what you will bring to the table and why
someone should hire you. Describe the value you add to a client or employer’s day-to-
day business. Ask yourself:
o How do my skills and experience solve problems or add value to potential
clients or employers? For example, “My ability to manage administrative tasks
efficiently allows clients to focus on strategic business activities.”
o What makes me stand out compared to others with similar backgrounds? For
example, “I am known for my proactive approach and my knack for anticipating
needs and solving problems before they arise.”
o Why should someone choose to work with me? For example, “I am dedicated,
reliable, and consistently go the extra mile to ensure my clients’ satisfaction.”
11. Proposed Approach: Outline how you plan to complete the project. This demonstrates
your grasp of the task and your methodical approach. For example:
o “To achieve the best results, I propose the following approach: 1. Conduct an
initial assessment of your current social media strategy. 2. Develop a content
 calendar and create engaging posts. 3. Monitor engagement and adjust the
strategy as needed.”
12. Budget and Timeline: Clearly state your proposed rate and the estimated time to
complete the project. For example, “I can complete this project within two weeks for a
total of $300.”
13. Make Your Ask: Be clear about what you want from the person you are communicating
with. For example, “If you are looking for a reliable Virtual Assistant to manage your
social media accounts and enhance your productivity, please reach out to me.”
14. Include a Professional Close-Out Statement: End your bid with a statement that
reinforces your enthusiasm and readiness to contribute. For example, “I am eager to put
my VA skills to good use and help you achieve your business goals.”
15. Keep It Concise: Review your bid to ensure it is concise and to the point. Aim for
brevity and friendliness while maintaining clarity.
16. Review Using Grammarly: Use Grammarly to review your bid for any grammatical
errors and ensure it is polished and professional.
17. Save Your Google Doc: Save your document. You will submit it as part of your
milestone this week.
 7.3 VA Elevator Pitch
7.3.1 Your Personal Pitch
7.3.2 VA Program Pitch Examples
7.3.3 Activity: Draft Your Personal Pitch
7.3.4 Elevator Pitch
7.3.1 Your Personal Pitch

What is an Elevator Pitch?

You will likely find yourself in a situation where you must pitch yourself. This means talking about
yourself in a short period in a way that makes your listener want to learn more about you.
You might meet various professionals in the elevator, such as:

 A potential client who needs administrative support.

 A hiring manager from a company you’re interested in.
 An executive from a big top firm in your home town.
 A busy entrepreneur who could use help managing their schedule

What you say in these short moments of bumping into someone who can influence your career
trajectory, is often called an elevator pitch. Which is, the amount of time it should take to pitch
yourself to your potential future employer in one elevator ride, which is around 30-60 seconds.
Watch this video to learn what a great elevator pitch entails.
https://youtu.be/Lb0Yz_5ZYzI

Elevator Pitch Elements

Okay, now here are the basic elements of an introductory elevator pitch:

 Your Name
 Your background. This can be achievements or key relevant aspects of your
education/work experience.
 Any needed short context. Brief information that helps others understand your
background better. For example:
o “My background in the travel and leisure industry has contributed to my skills in
travel planning and my desire to pursue that further.”
o “I’ve always enjoyed working with complex spreadsheets and numbers. This
makes me efficient in completing data entry tasks and working in Google
Sheets.”
 Highlights of your top skills. These could be the 3 key skills you highlighted in your
resume summary.
 Your value proposition.
o What you will bring to the table - the value you will add to a client/employer’s
day-to-day business.
o What makes you stand out, and why should they hire you? For example, “I am
resourceful, quick in action, and self-manage well.”
 Your ask. Be clear and say exactly what you want from the person you are
communicating with. For example, “If you need a fast and accurate typist to transcribe
your meeting minutes, please connect with me.”
 A professional close-out statement. For example, “I am eager to put my VA skills to
good use and help you meet your office goals.”
VA Elevator Pitch Example
Pitch 1:
Hi, I’m [Your Name]. With a background in digital marketing and administration, I specialize in
providing support to marketing consultants. My experience includes managing social media,
conducting research, and handling administrative tasks, which allows consultants to focus on their
clients and business growth. My strengths are efficiency, organization, and proactive problem-
solving. I bring these skills to streamline your operations and support your business goals. If you
need someone who can enhance your productivity and manage your time-consuming tasks, please
connect with me. I’m eager to discuss how I can contribute to your success.
Pitch 2:
Hi there, I’m [Your Name]. Over the past four years, I have worked as a Virtual Assistant, primarily
serving small businesses and consultants. My background includes extensive experience in
organizing, multitasking, and proactively managing administrative tasks. I excel at improving my
clients’ productivity and saving them valuable time. If you are seeking a reliable Virtual Assistant to
support your business growth and handle your administrative needs, please contact me. I am
enthusiastic about leveraging my skills to help you achieve your business goals and enhance your
efficiency.
Pitch 3:
Hello, I’m [Your Name]. I offer administrative and customer service support to small businesses and
consultants. My expertise lies in time management and problem-solving, which significantly
enhances operational efficiency and contributes to business growth. I am dedicated, proactive, and
reliable. If you are in need of a VA who can manage your administrative tasks and support your
business objectives, I’d be happy to discuss how I can assist. I am eager to put my skills to good use
and help you meet your business goals.
Reference: Part of this write up was inspired by The VA Handbook
https://www.thevahandbook.com/elevator-pitch-
examples/#:~:text=Because%20people%20just%20want%20to,then%20why%20people%20use%20
them

7.3.2 VA Program Pitch Examples

A Perfect Pitch
Your pitch won’t be perfect in one go. There is always room to improve. What is important is to
create the first pitch, then you can always improve on it as you go.
A while back, we asked VA graduates to record 2-minute elevator pitches. It was a video, so they
had the liberty of more time to deliver their pitch. Oke was one of those ALX VA graduates. When he
was asked to do a pitch video for us, he shared two videos.
Oke’s Pitch Video Take 1
https://vimeo.com/742611418

Oke’s Pitch Video Take 2

Us being us, we asked Oke for a second improved example and this is what it looks like…
https://youtu.be/hOsnZbotEtM

This was also a strong pitch video and if we had to compare the first one to this one, we would pick
this one. His ask is clear and we like the professional ending better.
A First Written Draft
For this week’s milestone, your elevator pitch will be less than 60 seconds and in writing. Below is an
example of a first written draft of a VA elevator pitch. It is a great start, and there is still room to
improve it in future.
Hi, I’m Chido Mukombe, with a digital marketing and administration background. I have
successfully managed social media campaigns and provided administrative support for various
clients. My degree in Business Administration and three years of experience in virtual
assistance have honed my skills in time management, communication, and project
coordination.
My experience in the travel and leisure industry has contributed to my skills in travel planning
and my desire to pursue that further. I’ve always enjoyed working with complex spreadsheets
and numbers, making me efficient in completing data entry tasks and working in Google Sheets.
My top skills include social media management, administrative support, and research. These
abilities allow me to help clients streamline their operations and focus on their core business
activities.
My resourcefulness and proactive problem-solvingskills set me apart. I am dedicated to
enhancing productivity and providing high-quality support to my clients.
If you are looking for a reliable Virtual Assistant to manage your administrative tasks and enhance
your business productivity, please contact me on this email. I am eager to put my VA skills to
good use and help you meet your office goals.
Reflect:
What do you think about these 3 pitches? Which one is the best? How would you still improve it?
Would you want to work with Oke or Chido? Why?

7.3.3 Activity: Draft Your Personal Pitch

Your Turn to Pitch Yourself
Now that you have a few great pitch examples to learn from, it is time for you to start working on
yours. All you need to do for this activity is write down your pitch and rehearse it. Ready? Let’s go!

Activity: Draft and Practice Your Elevator Pitch

Creating an effective elevator pitch is a great way to succinctly introduce yourself and highlight your
skills. Follow these steps to write, refine, and practice your elevator pitch:

1. Open Google Docs: Start by opening Google Docs.

2. Rename the document using the format FirstName LastName Elevator.
3. Add Your Name: Begin your pitch by introducing yourself. Type your Name at the top
of the document.
4. Describe Your Background: Write a brief overview of your background.
Include achievements or key aspects of your education and work experience that are
relevant. For example, “My background in digital marketing has enhanced my skills in
social media management and client communication.”
5. Provide Short Context: Add any additional context that helps others understand your
background better. For example:
o “My experience in the travel and leisure industry has contributed to my skills in
travel planning and my desire to pursue that further.”
o “I’ve always enjoyed working with complex spreadsheets and numbers, making
me efficient in completing data entry tasks and working in Google Sheets.”
6. Highlight Your Top Skills: List the top skills you possess. These should align with the
key skills you highlighted in your resume. Ask yourself the following questions:
 o What tasks do I excel at and enjoy doing? For example, “I excel at managing
social media accounts, creating engaging content, and analyzing metrics to
improve engagement.”
o What feedback have I received from colleagues or clients about my strengths?
For example, “Clients have often praised my organizational skills and my ability
to handle multiple tasks efficiently.”
o Which skills do I believe are my strongest and most relevant to the roles I am
targeting? For example, “My strongest skills include proactive problem-solving,
detailed research, and effective communication.”

Remember, the list from the personal branding lesson in Week 6 and from your skills
tracker can come in handy here.

7. State Your Value Proposition: Briefly what you bring to the table, and why they should
work with you. Ask yourself:
o How will my skills and experience bring them value? For example, “I manage
administrative tasks efficiently, allowing clients to focus on strategic activities.”
o What makes me stand out compared to others with similar backgrounds? For
example, “I have a proactive approach and a knack for anticipating needs and
solving problems before they arise.”
o Why should they choose to work with me? For example, “I am dedicated,
reliable, and consistently go the extra mile to ensure client satisfaction.”
8. Make Your Ask: Be clear about what you want from the person you are communicating
with. For example, “If you are looking for a reliable Virtual Assistant to manage
administrative tasks and enhance your productivity, please contact me on this phone.”
9. Include a Professional Close-Out Statement: End your pitch with a statement that
reinforces your enthusiasm and readiness to contribute. For example, “I am eager to put
my VA skills to good use and help you achieve your business goals.”
10. Keep It Under 60 Seconds: Review your pitch to ensure it takes less than 60 seconds
to deliver. Aim for brevity and friendliness while maintaining clarity.
11. Practice Out Loud: Recite your pitch out loud in front of a mirror. This will help you get
comfortable with the wording and flow.
12. Observe Your Body Language: While practicing, pay attention to your body language.
Ensure that you appear confident and approachable. Make eye contact, stand tall, and
use natural gestures.
13. Refine your elevator pitch once you have written and practiced it to ensure it is clear,
engaging, and effective.
14. Review it using Grammarly.
15. Save your Google Docs. You will submit it as part of your Milestone this week.

Well Done! We are so excited to read your elevator pitch!

 7.4 Interviewing and Negotiating
7.4.1 Job Interviews: What Employers Want
7.4.2 Acing Job Interviews
7.4.3 Job Interview Examples
7.4.4 Salary Negotiations
7.4.5 Setting Your Rate as a Freelancer

7.4.1 Job Interviews: What Employers Want

Interviewing
With your expanding network and great resume, cover letter, LinkedIn profile, bid, and
pitch, you are likely to secure an interview.
When that time comes, there are some important things to keep in mind the key one
being to always consider the perspective of your potential employer.

Interview Considerations
1. Top on the employer’s mind is to find someone who will do the job well and make
their life easier. They are hoping you will be that person. So show them that you are!
2. Be as genuinely enthusiastic and positive as you can without “overdoing it.” The
employer wants you to be excited about the work. Your genuine enthusiasm means
you’re more likely to stay in the job and more likely to do a good job.
3. Do your homework. Learn as much as you can about the organization and the role
ahead of time. This also shows the employer that you’re excited about this specific job.
4. Try to understand what their questions indicate about what they really need, and offer
the best evidence you can to show you can meet their needs. Giving specific examples
of past accomplishments and experiences is always helpful.
5. Don’t be afraid to ask questions too. It demonstrates that you’re a curious person and
that you’re truly interested in the job.
Common Interview Questions
Here are 5 very common job interview questions:

1. Why are you interested in this job?

2. Tell me about a project you’ve managed in the past.
3. Tell me about a time in the past that you’ve failed, or made a mistake. What
did you learn?
4. What are your best skills / greatest strengths?
5. What are your areas for growth / biggest weaknesses?

How can you answer these questions in ways that communicate to the employer you
are excited about and qualified for the job they need done?
For guidance on how to answer these common interview questions, read this
short article by the New York Times.
https://www.nytimes.com/article/common-interview-questions.html
You can also find more common interview questions, with example answers in this
article: 50+ Most Common Interview Questions and Answers. Scan through the list and
note interview questions you think you will likely get but may struggle to answer.
https://www.indeed.com/career-advice/interviewing/top-interview-questions-and-
answers
Interview Questions from a Leader
Fred Swaniker, Founder and CEO of The Room, Co-Founder of ALU, talks about what
types of questions he would ask a potential assistant. Here are the three things he
listed.
https://youtu.be/-WMlK_EVbKE

Reflect:

Choose 5 common interview questions from the 5 listed above, Fred Swaniker’s 3
questions or from the list of interview questions you think you will likely get but may
struggle to answer.
Think about your answer to each question and write it out.
Then practice giving the answers out loud.

7.4.2 Acing Job Interviews

Have you ever had that moment when you are asked a question in an interview and you
blank out or mince your words? It’s normal to be caught off guard, to hesitate, or to
stutter. The goal is to do your best, breathe, smile, and keep going! Watch this next
video to learn how to ace a job interview.
After you watch this video, you should be able to describe at least 4 tips for successful
job interviews.
https://youtu.be/HG68Ymazo18
A Challenging Interview Question
There is that one interview question that always comes up, but we never master how to
answer it. Olukemi shares her take on the most challenging question she has been
asked in an interview. She also shares how interviews for freelance work online differ
from employment interviews she’s had.
https://youtu.be/AWCT_USGzJE

Quite interesting that a question that seems so simple makes many people ramble or
stutter. More on this ahead!

How do freelancer interviews on platforms like Upwork differ from employment

interviews?
Online freelance platforms are more interested in your skills rather than your
qualifications. They reach out based on your profile, your work, and what you can do,
not certification. Interviews are based on how you can add value to a client’s business.
7.4.3 Job Interview Examples

Job Interview Gone Wrong

To make learning to interview more fun, your favorite ALX comedy duo is back to bring
you the sequel to Zoom Call Gone Wrong!
It turns out you can learn a lot from failure! Watch this video and think about the
following questions: How many things can you identify that Nicole could do better in?
How might you answer the interview questions differently?
https://youtu.be/rQ51C4cWOGo

We are speechless. The applicant should have learned interviewing etiquette before
taking this interview on Zoom. Now, let’s see what happens when the interview is done
right.

Job Interview Done Well

Nicole practiced a growth mindset, so she wrote out answers to common interview
questions, practiced mock interviews with her peers, and studied the job description
before the interview. Now, her interview performance has improved!
(You wouldn’t want to copy these responses word for word. Instead, practice giving
answers to these questions in a way that feels authentic to you, while still maintaining a
professional presence.)
https://youtu.be/ng2l11LKnBs

In the Job Interview Gone Wrong video, how many things can you identify that Nicole
could do better with? How might you answer these questions differently? In the Job
Interview Done Well video, What stood out for you?
In a few sentences, share your thoughts and discuss them with your squad!
Let us know!
7.4.4 Salary Negotiations

Job Offers
When you do receive a job offer, you will likely be very excited and keen to immediately accept to
secure your spot.
The truth is most employers will expect you to negotiate the pay that they first offer you. Employers
often start with a lower offer than what they can actually pay because they expect you - the
candidate to counter.
By negotiating, you can potentially increase your salary, which sets a higher base for future raises
and benefits. It’s also an opportunity to discuss other aspects of the job, such as responsibilities,
work-life balance, and professional development opportunities. Here are some tips to navigate the
process:
Approach to Job Offers

 Express enthusiasm and positivity at being offered the job, excitement about the role,
and confidence about your ability to do it well.
 Do not immediately accept the first offer. There are certain jobs that only offer one
fixed salary, but usually, a company is expecting you to negotiate and so they offer you
a lower salary than they are ultimately willing to pay.
 Ask for a little more than what you actually want or expect to get. If you use a range,
make sure the bottom of the range is acceptable to you. They are unlikely to accept
what you ask for but may meet you in the middle.
 Do research and be informed about the average salaries for similar roles with similar
experience. You can check websites like glassdoor.com or payscale.com, and talk with
professionals that you know to try and gather information. You can say something
like, “I’ve been doing some research and also interviewing with other companies. The
 average salary I’ve seen is [$X]. I’d really like to work for you. Are you able to be
competitive with these other companies?”
 Be prepared to remind them of why you’re worth what you’re asking for. What are
the key skills and experience you bring? And remember, they agree, because they want
to hire you!
 You can also negotiate things other than salary: vacation days, ability to work from
home, etc.

No single rate or salary will fit every VA however, as with every job, there is a range of how much
VAs earn and what clients are willing to pay as determined by skills and experience. Sometime
salaries are also determined by location. So do your research on the going remuneration for your
skills, niche, experience and location on platforms like Payscale.

https://www.payscale.com/research/US/Job=Virtual_Assistant/Hourly_Rate
7.4.5 Setting Your Rate as a Freelancer

Charging Online As a Freelancer

The big dilemma that many freelancers face is how much to charge a client for a task?
It’s a diverse topic among freelancers but some common guidelines can be followed to
set a competitive and satisfactory rate. Before we get into these guidelines, let’s first talk
about the primary methods of earning for freelancers.
Most online job offers for a project, task, deliverable, or hour of work include a total
amount that the client is willing to pay. This client-set rate is a reliable benchmark for
freelancers to bid on the project. Payment can come in three or more methods.
Methods of Charging as a Freelancer
Hourly - This is when you are paid for the hours it takes to complete a task. This
method requires you to keep a time sheet or log where you record the hours you spend
each day to complete a particular task for a client. Some freelance websites like Upwork
have tools that help you track how many hours you work on a task.
This charging method requires you to be ethical, fair, and honest regarding the
number of hours you work. If you don’t keep a time sheet or log of your hours, you might
disadvantage yourself or your client by underestimating or overestimating the hours you
actually worked.
Per Project/Task - This is when you are paid to reach a certain milestone (point) or
finish a task. This method does not consider how long it takes you to do the task and
requires careful charging. The benefits are that clients favor this method, and you might
get paid more for a task that only requires a little time. Conversely, there is a risk of not
fully considering what it entails to complete a task and charging too little for a task that
will take up a lot of time and resources.
On Retainer - This is mostly for experienced freelancers who repeatedly perform tasks
for a particular client. Simply put, a retainer agreement is a contract, typically lasting
several months or years, that ensures a freelancer will be paid a specific amount each
month for a specific number of hours or projects. This method of charging provides
financial stability and security for freelancers, but it is not the easiest method to get.
One’s relationship with a client, experience, track record and credibility as a freelancer
play a big part.
Setting Your Freelance Rate
Whether you work hourly, per project, or on retainer, determining your rate as a
freelancing VA can be a difficult decision. It often comes with the worry of charging too
little and undercutting yourself or charging too much and losing a potential client.
There is no standard cost that one should charge, and choosing the appropriate amount
necessitates taking numerous factors into account including:

 The going market rate for the same type of work and required skills to
complete the job. Good places to look are freelance websites, Payscale.com,
and Salary.com.
 An income range of how much you want to earn (the lowest and highest
amounts you would like to earn per hour or per job), e.g., between $10-25
per hour.
 The rate your client is willing to pay if known.
 What your competitors are offering to do the same work.
 What it costs to do freelancing work, e.g., WiFi, computer, or running a
generator.

These factors combined can make charging a bit challenging for beginners.
The real question is how much should you use as your standard VA rate? The most
honest answer is that you will have to do the work, research the above considerations,
and determine a personal rate that’s competitive, comfortable, and rewarding for you.
There is no one set fee.
For those considering taking the freelance route, please read this comprehensive
guide by Upwork on how to set your rate as a freelancer.
https://www.upwork.com/resources/how-to-set-your-freelance-rate

This helpful article How to Set Your Freelance Rates When You Have No Clue Where
to Start on freelancingflow.com can also help you think through setting a standard
freelancing rate. It speaks in greater detail to the considerations we mentioned above.
https://freelancingflow.com/business-advice/how-to-set-your-freelance-rates/

Reflect:

This is a moment to be real with yourself. Why are you a VA and what should you get
out of it financially? Take a moment to think about this.
What rate—hourly, retainer, or per project—will work for you? If you are
considering the employment route, what is a good salary for you considering your
location? Write it down and internalize it.
You might not get this amount with your first job. In fact, you might make less until
you have built a credible track record. But, internalizing your desired rate means you
have set a financial goal. You can even take it a step further and put a timeline on
when you must achieve that amount—one year, three years, etc.
 7.5 Week #7 Milestone: Online Bid
and Personal Pitch
7.5.1 Week #7 Milestone: Online Bid and Personal Pitch
7.5.2 Week #7 - Recap Quiz
7.5.1 Week #7 Milestone: Online Bid and
Personal Pitch
 Novice
 Weight: 5
 Project over - took place from Nov 4, 2024 2:00 AM to Nov 12, 2024 2:00 AM
 An auto review will be launched at the deadline

In a nutshell…

 Auto QA review: 2.0/2 mandatory

 Altogether: 100.0%
o Mandatory: 100.0%
o Optional: no optional tasks

Bidding and Pitching

This is the opportunity to tell - and show - us, why you should get the job.
This Milestone has 3 steps. Read through the entire Milestone carefully before you begin so you
understand exactly what you need to do. Here is what you need to do to complete this week’s
Milestone.
STEP 1: CREATE YOUR ONLINE BID
You should have already completed steps 1 - 15 below and created your online bid earlier this week.
Here are the instructions we shared.

1. Visit a freelance website of your choice, create an account, and find a job you would bid for in
real life. Ideally, it should match your strong points and top 3 skills.
2. Draft your bid for that posting by following the below steps.
3. Open Google Docs: Start by opening Google Docs.
4. Rename the document: Rename the document using the format FirstName LastName Bid.
5. Add Your Name: Begin your bid by introducing yourself. Type your Name at the top of the
document.
6. Professional Greeting: Address the client by name if possible. For example, “Dear [Client’s
Name],”.
7. Introduction: Briefly introduce yourself and mention your relevant background. Include
any achievements or key aspects of your education and work experience that are relevant.
For example, “I am [Your Name], a virtual assistant with over 5 years of experience in digital
marketing and administration.”
8. Understanding of the Project: Summarize your understanding of the job requirements and
why you are interested in the project. For example, “Having reviewed your job posting, I
understand that you need assistance with managing your social media accounts, conducting
research, and handling administrative tasks.”
9. Highlight Your Top Skills: Highlight specific skills and explain how they are relevant to the
project. Also, highlight your experiences that align with the job and include examples or brief
case studies, if applicable. For example:
o “I excel at managing social media accounts, creating engaging content, and analyzing
metrics to improve engagement.”
 o “Clients have often praised my organizational skills and my ability to handle multiple
tasks efficiently.”
o “My strongest skills include proactive problem-solving, detailed research, and effective
communication.”
10. State Your Value Proposition: Explain what you will bring to the table and why someone
should hire you. Describe the value you add to a client or employer’s day-to-day business. Ask
yourself:
o How do my skills and experience solve problems or add value to potential clients or
employers? For example, “My ability to manage administrative tasks efficiently allows
clients to focus on strategic business activities.”
o What makes me stand out compared to others with similar backgrounds? For example,
“I am known for my proactive approach and my knack for anticipating needs and
solving problems before they arise.”
o Why should someone choose to work with me? For example, “I am dedicated, reliable,
and consistently go the extra mile to ensure my clients’ satisfaction.”
11. Proposed Approach: Outline how you plan to complete the project. This demonstrates your
grasp of the task and your methodical approach. For example:
o “To achieve the best results, I propose the following approach: 1. Conduct an initial
assessment of your current social media strategy. 2. Develop a content calendar and
create engaging posts. 3. Monitor engagement and adjust the strategy as needed.”
12. Budget and Timeline: Clearly state your proposed rate and the estimated time to complete the
project. For example, “I can complete this project within two weeks for a total of $300.”
13. Make Your Ask: Be clear about what you want from the person you are communicating with.
For example, “If you are looking for a reliable Virtual Assistant to manage your social media
accounts and enhance your productivity, please reach out to me.”
14. Include a Professional Close-Out Statement: End your bid with a statement that reinforces
your enthusiasm and readiness to contribute. For example, “I am eager to put my VA skills to
good use and help you achieve your business goals.”
15. Keep It Concise: Review your bid to ensure it is concise and to the point. Aim for brevity and
friendliness while maintaining clarity.
16. Review Using Grammarly: Use Grammarly to review your bid for any grammatical errors and
ensure it is polished and professional.
17. Save Your Google Doc: Save your document. You will submit it as part of your milestone this
week.
18. Follow the SUBMIT instructions below.

STEP 2: DRAFT YOUR PERSONAL PITCH

You should have already completed steps 1 - 15 below and drafted your Elevator Pitch earlier this
week. In case you need them, here are the instructions we shared.

1. Open Google Docs: Start by opening Google Docs.

2. Rename the document using the format FirstName LastName Elevator.
3. Add Your Name: Begin your pitch by introducing yourself. Type your Name at the top of the
document.
4. Describe Your Background: Write a brief overview of your background.
Include achievements or key aspects of your education and work experience that are relevant.
For example, “My background in digital marketing has enhanced my skills in social media
management and client communication.”
5. Provide Short Context: Add any additional context that helps others understand your
background better. For example:
 o “My experience in the travel and leisure industry has contributed to my skills in travel
planning and my desire to pursue that further.”
o “I’ve always enjoyed working with complex spreadsheets and numbers, making me
efficient in completing data entry tasks and working in Google Sheets.”
6. Highlight Your Top Skills: List the top skills you possess. These should align with the key
skills you highlighted in your resume. Ask yourself the following questions:
o What tasks do I excel at and enjoy doing? For example, “I excel at managing social
media accounts, creating engaging content, and analyzing metrics to improve
engagement.”
o What feedback have I received from colleagues or clients about my strengths? For
example, “Clients have often praised my organizational skills and my ability to handle
multiple tasks efficiently.”
o Which skills do I believe are my strongest and most relevant to the roles I am targeting?
For example, “My strongest skills include proactive problem-solving, detailed research,
and effective communication.”

Remember, the list from the personal branding lesson in Week 6 and from your skills tracker
can come in handy here.

7. State Your Value Proposition: Briefly what you bring to the table, and why they should work
with you. Ask yourself:
o How will my skills and experience bring them value? For example, “I manage
administrative tasks efficiently, allowing clients to focus on strategic activities.”
o What makes me stand out compared to others with similar backgrounds? For example,
“I have a proactive approach and a knack for anticipating needs and solving problems
before they arise.”
o Why should they choose to work with me? For example, “I am dedicated, reliable, and
consistently go the extra mile to ensure client satisfaction.”
8. Make Your Ask: Be clear about what you want from the person you are communicating with.
For example, “If you are looking for a reliable Virtual Assistant to manage administrative tasks
and enhance your productivity, please contact me on this phone.”
9. Include a Professional Close-Out Statement: End your pitch with a statement that reinforces
your enthusiasm and readiness to contribute. For example, “I am eager to put my VA skills to
good use and help you achieve your business goals.”
10. Keep It Under 60 Seconds: Review your pitch to ensure it takes less than 60 seconds to
deliver. Aim for brevity and friendliness while maintaining clarity.
11. Practice Out Loud: Recite your pitch out loud in front of a mirror. This will help you get
comfortable with the wording and flow.
12. Observe Your Body Language: While practicing, pay attention to your body language. Ensure
that you appear confident and approachable. Make eye contact, stand tall, and use natural
gestures.
13. Refine your elevator pitch once you have written and practiced it to ensure it is clear, engaging,
and effective.
14. Review it using Grammarly.
15. Save your Google Docs.
16. Follow the SUBMIT instructions below.

STEP 3: SUBMIT
You must submit links to both your Online Bid and Elevator Pitch in the tasks below. Here is what
you need to do:
 1. Make sure both your Online Bid and Elevator Pitch are saved in your Google Drive.
2. Find your Online Bid Google Doc in your Google Drive > Open it > Change the sharing access
to “Anyone with the Link” > Copy the URL (link) and > Submit the URL to the document in the
right Task below.
3. Do the same for your Elevator Pitch.
4. Make sure you submit each URL in the correct Task.

And that’s it! You have successfully shared the links to your Online Bid and Elevator Pitch.
7.5.2 Week #7 - Recap Quiz
Overview
Question Result

1. correct

According to the guidance given by Fred Swaniker, potential employers and clients will
most likely test or ask you questions on _ _ _ _.

2. correct
Employers most want_ _ _ _.

3. correct
When asked at a job interview, “Do you have any questions for me?” You should:

4. correct
Paul is a freelance graphic designer looking to apply for a project on Upwork. He needs
to prepare a bid for a job posting, and he is trying to understand the best way to present
his qualifications and terms.
What are the key differences between a bid and a cover letter when applying for a job
on freelancing platforms like Upwork or Freelancer?

5. correct
Jean has been offered several online tasks from different clients. He needs to determine
how to set his rates for these tasks to ensure he is compensated fairly and competitively.
What should Jean consider when deciding how to charge for his freelance work?

6. correct
Henry, is looking to secure new clients and manage his current workload effectively.
He understands that maintaining a good reputation and managing his time are crucial
for success.
Which three key factors should Henry keep in mind to secure new clients and
efficiently manage his client load?

7. correct
 Question Result

When preparing for a job interview, which of the following strategies would most
effectively demonstrate to an employer that you are a strong candidate who is genuinely
interested in the position?

8. correct
When networking or pitching, your ask must be _ _ _ _.

9. correct
Khadija has been offered an online job in England. The salary offered is better than her
current position, but she’s unsure if it’s a competitive rate given her skills and
experience.
What should Khadija do?

10. correct
You need an elevator pitch _ _ _ _
Week 8
 8.1 Wrapping up
8.1.1 Welcome to Week 8!
8.1.2 Looking Ahead: Milestone 8
8.1.3 Recap: Graduation Requirements
8.1.4 Wrapping up
8.1.1 Welcome to Week 8!

It’s Officially Week 8!

Welcome everyone to Week 8! This is the final stretch! So, what do we have in store for you? The
below video provides the complete overview of what to expect this week.
https://youtu.be/hv4nABdIQ1M
In case you need it, the video transcript can be found here.
Video Transcript
Hello, VA. It’s Prudence. Welcome to the long-awaited Week 8. There isn’t much to say this week,
but I had to show up and celebrate you. We are so proud of how far you’ve come, and we hope you
are feeling proud of yourselves for making it to the end.
This week, we focus on you. It is a fairly light week as we will be wrapping up by sharing information
about various niche specializations that VAs have. You will:

 Learn a little about each specialization.

 Have the opportunity to go deeper into the ones that match your interests and
strengths.

We also provide you with a VA toolkit. This consists of several resources that you can keep and use
in the future. You have already engaged with some of this in your learning. We hope you find them
useful as you launch your career.
Finally, if you still need to catch up on any missing assessments, now is the time. Week 8 is light and
gives you plenty of opportunity to catch up.
Well done for all your hard work. You have shown that you can do hard things. And for that, we take
our hats off to you! We are looking forward to seeing you showcasing your hard earned certificate.
All the best as your wrap and finish strong.

A Moment to Celebrate
Before we move on, may we all just take a moment to celebrate YOU! Here is a great song to do
just that…
https://youtu.be/LvDKtjBHLMg
8.1.2 Looking Ahead: Milestone 8

Final Milestone and Recap Quiz

This week, the focus is on you, your skills, and niche aspirations. After consuming the
learning content, these are your deliverables:
Week 8 Milestone
Week 8 Milestone is due at the end of the week. You will find complete, detailed
instructions on the Milestone submissions page.
Week 8 Milestone is the final milestone for the program. It will consist of only one
submission:

 A working URL (link) to your Updated Skills Map

This will help you track your growth and skills development since Week 1 of the
program.

Recap Quiz 8
Recap Quiz 8 will test your knowledge of all the topics covered this week. You should
have studied each topic and completed all activities before attempting to take the Recap
Quiz.
Recap Quiz 8 is also due at the end of this week.
You must score 70% or higher on the test to pass. If you take the quiz and score under
70%, you may retake the quiz until you get a passing score.
The character trait and value that we encourage you to unleash this week
is RESILIENCE. Keep pushing; the finish line is in sight.
8.1.3 Recap: Graduation Requirements

How to Complete This Program

As we enter the last week of learning, we would like to recap some of the key aspects to maintain
good standing and graduate from the VA Program.
Requirements to Maintain Good Standing
To maintain good standing in the program you must:

1. LEARN the weekly course material and complete all activities, prompts, and knowledge
checks.
2. Complete and submit each week’s Recap Quiz and Milestone before the weekly
deadline.
3. You must score a mark of at least 70% to pass each Recap Quiz or Milestone.
4. If you miss a Recap Quiz, complete it as soon as possible.
5. If you score under 70% for a Recap Quiz or Milestone, attempt it again immediately to
get a passing score. You may retake each Recap Quiz as many times as you need to
score the minimum of 70%.
6. Make the most of any grace period that may be offered. Grace periods are a few days
set aside for you to catch up on any missing/failed Recap Quizzes and Milestones.
7. Honor and adhere to our code of conduct and community guidelines, and always
conduct yourself in a way that is respectful to your peers.

Graduation Requirements
To graduate from the program, you are required to have:

 Maintained good standing (as outlined above).

 Submitted and passed ALL assessments (8 weekly Recap Quizzes and 7 weekly
Milestones) by the end of the 8 weeks of the program.
 The Recap Quiz and Milestone for each week are due on Monday of the following week
at 11:59 pm GMT. For example, your Recap Quiz for Week 8 is due next week on
Monday at 11:59 pm GMT.

Upon graduation, we will issue you a certificate of completion.

In case you need it, here is the list of Recap Quizzes and Milestones for each week.

Week Recap Quiz Milestone

Week 1 Yes. On all topics. (No milestone submission due.)
Week 2 Yes. On all topics. Skills Tracking and Peer Coaching.
Week 3 Yes. On all topics. Managing Calendar and Inbox.
Week 4 Yes. On all topics. Travel and Project Management.
Week 5 Yes. On all topics. Internet Research and Meeting Management.
Week 6 Yes. On all topics. Resume, Cover Letter, and LinkedIn Profile.
Week 7 Yes. On all topics. Online Bid and Personal Pitch.
Week 8 Yes. On all topics. Niche Areas and Skills Map.

If you have a missing Milestone or Recap Quiz, submit it immediately and obtain a passing score, so
you can graduate.
A comprehensive graduation list will be shared when all the grading processes are complete. Clear
communication and updates will be coming your way at various intervals via email and on the Portal.

We see the finish line. Finish strong!

 8.2 Wise Words from the Gurus
8.2.1 Client Safety and Value Add
8.2.2 Navigating Specific Situations
8.2.3 Wise Words from the Gurus

8.2.1 Client Safety and Value Add

Confidentiality and Online Safety
Confidentiality and online safety are key VA responsibilities to keep the information of clients or
organizations that you work with safe. Olukemi has some useful insights on this.
https://youtu.be/M9siWX_2izE
What are the four main tips in this video?
Here are some important tips from the video:

 Only use your laptop.

 Don’t sign in to accounts from anywhere (e.g., internet cafe or through untrusted
WiFi).
 Keep passwords safe.
 Keep your client updated on any issues.

Keep Information Safe

By accepting a job as a VA, you are committing to supporting your client and keeping their
information safe. Let’s hear Olukemi’s advice on keeping information safe and secure.
LastPass is a password management software that keeps all your passwords safe and encrypted in
one place. It is a good platform to use if you need to safely store and access your clients’ passwords
for different sites.
Remember Nicole’s job interview gone wrong, where she mentioned that she keeps all her clients’
passwords on a piece of paper at home? Bad idea. She should have used a platform
like LastPass or Google Password Manager.
https://www.lastpass.com/
https://passwords.google.com/?pli=1
To learn more about how you can keep passwords and login details safe on LastPass, follow this
link.
https://support.lastpass.com/s/document-
item?language=en_US&_LANG=enus&bundleId=lastpass&topicId=LastPass%2FFAQ_What_is_Las
tPass.html
Bring Added Value
VAs are “The most influential person in the room, in secret.” This was a lesson from Week 2.
Olukemi applies this principle in her work. Over and above her normal VA duties, she finds other
ways to make contributions that bring added value to her client’s business.
Here is what she had to say about teaching others, making recommendations, advising clients,
being proactive, and taking ownership of projects. All as a VA!
https://youtu.be/LpuHV6evHY0

A Real Life Example of Adding Value

Here is one example of how Olukemi leveraged her role as a VA to enhance the value she brings to
her clients.
https://youtu.be/Ap1rc2DvWEs

When you effectively apply your VA abilities and go one step further by taking the time to understand
your client and their needs, you bring added benefit and are better able to contribute to decisions
and propose meaningful solutions.
Reflect:

Did you notice how many skills Olukemi put to use to solve a long-term problem for her client? Here
are a few that stood out for us:

 Resourcefulness
 Problem-solving (solutions-based thinking)
 Internet research
 Communication

Looking at your top personality traits and VA skills, which ones can you confidently apply, advise
others on, and lead? For example, if your strength is event planning, can you confidently take
initiative and lead this aspect for your client?
Perhaps your skills are still growing. How can you use them now to add value to those you work
with?
8.2.2 Navigating Specific Situations

When It’s Beyond You

Life can be a little unpredictable. Sometimes it’s electricity, or sometimes it’s you
thinking you have it all figured out when actually, you don’t. When life happens on the
job, what do you do as a leading VA? We asked those already working as VAs or with
VAs about a few common challenges faced by VAs, and these were their nuggets.

Fred Swaniker: Know When to Trust

And when all is said and done, trust your manager or client. As a leader in the
making, you will not always agree with every decision. There are times when you will
need to step back and allow your manager to do what they need to, even if you don’t
understand it or think a different approach could be applied.
It’s all about discernment and timing; knowing when your input is needed and when
you just need to act. This comes with the territory with new jobs, especially when you
and your manager/client are still defining a rhythm. Fred Swaniker shares his thoughts
on how young people would better succeed in their first jobs. A must-watch!
https://youtu.be/b-rOEWNAhy4

Dealing with Difficult Clients

You might find yourself in an unwanted predicament where you have done your work
excellently and made valuable contributions, but your client is still unreasonably
demanding, unhappy, or unkind towards you.
Not all clients will be the same. Some will be easy to work with, and others will be
difficult and require you to put in extra effort to make them happy. If you have put your
best foot forward and tried all you can to meet a client’s expectations but they still are
not happy, it might be time for you to evaluate your next move.
This video speaks specifically to dealing with difficult clients as a VA. Watch it and
absorb the information so you are better prepared if you ever need to reevaluate your
relationship with a client.
https://youtu.be/jcqSwexX84A

Internet and Electricity

We’ve all been there. A power cut in the middle of an interview call or shaky WiFi just
when you were making your perfect pitch. Some of these mishaps will be out of your
control, but a good VA is ready and will have a backup on backup to keep the work
moving. Olukemi sheds some needed wisdom on this.
https://youtu.be/tge2u0AIKsU

Electricity and internet outages affect the best of us. Sometimes they happen right in the
middle of an important Zoom meeting. What were the key takeaways from the video you
just watched? In addition to the workarounds mentioned in the video, what else can
you do? How will you ensure that you are a reliable VA regardless of electricity
and internet inconsistencies? Share your thoughts and discuss ideas with Squad on
the Portal.
Let us know!
 8.3 Niche Areas
8.3.1 Specialization as a VA
8.3.2 Choosing Your Area
8.3.3 Your VA Toolkit
8.3.4 VA Skills Mapping Take 3
8.3.5 Program Road Map - Week 8
8.3.6 Niche Areas
8.3.1 Specialization as a VA

VA Skills
Let’s take a moment to think through some of the technical skills you acquired in the
past few weeks. Here is a recap of the most common tasks performed by VAs, most of
which you had a chance to learn and practice.
Technical Skills 1

 Managing a client’s inbox

 Managing a client’s calendar
 Scheduling
 Internet research
 Creating slides / presentations
 Project management
 Travel research and booking
 Creating travel itineraries
 Data entry
 Expense tracking

Technical Skills 2

 Authoring effective surveys

 Creating meeting agendas
 Taking meeting minutes / notes
 Transcribing
 Writing correspondence
 Electronic Record Management (version control/ownership/storage)
 Customer service
 Stakeholder management
 Social media management

Reflect:
Are there any tasks that you specifically enjoyed or were exceptionally good at? Are
there any tasks you would rather do more than others?
Niche Options
When it comes to discovering your niche as a Virtual Assistant (VA), it’s essential
to focus on what you’re both good at and enjoy. Your niche should ideally revolve
around skills you excel in and have a passion for. This balance will help you find a
fulfilling and successful career as a VA.
Think about it this way: If you have a knack for attention to detail and love reading,
specializing in editing services could be a great fit for you. On the other hand, if you’re
tech-savvy and comfortable with the backend of websites, you might find a niche
in Landing Page or Website Management. And if social media excites you, then
diving into Social Media Management might be where you shine.
The world of VA specializations is vast and varied. There’s no limit to the areas you can
explore. So, take some time to reflect on your strengths and passions. What are the
areas where you can offer exceptional value and truly enjoy the work you’re doing?
Finding this sweet spot - the intersection between your strengths and passions - will not
only help you stand out but also ensure that your VA career remains engaging and
rewarding.

Top VA Niche
So what are the top niches and how do you set yourself apart from the crowd? This
video answers that question.
https://youtu.be/3P9jLve1Upo

Did any of these 10 niches stand out for you? If so, which ones? Write them down to
see if they are areas you might consider specializing in after you complete your niching
activity on the next page.
8.3.2 Choosing Your Area

Your VA Niche
Not everyone has to specialize. You can be a VA who performs general VA tasks for
clients. However, if you want to find your niche, we have a resource that can help you
narrow down your areas of interest.
The Virtual Savvy offers a free workbook with 101 areas of specialization you can
choose from. Make a personal copy, take a quick look through it, but do not complete it
yet. Start by completing the pre-work below, and then we will proceed with your
workbook.
https://drive.google.com/file/d/1exYRxfe4Zzfr8OHHsvbGTq9LbJdfwGQt/view
Activity: Niching Pre-Work
1. Think of the skills you enjoyed as part of the VA Program. List them down. You can
reference your skills map to guide you here.
2. Consider the jobs you’ve had in the past (or currently). What tasks did you enjoy
doing? List them down.
3. Reflect on skills you’ve learned from work or school. Are there any you were
particularly good at and enjoyed? List those as well.
4. Looking at your written list, is there a common thread of things you enjoy and are
good at? Maybe your interests and talents are leaning towards social media, design,
writing, numbers, or a mixture of different skills.
Now that you have a rough list of what you are good at and what you like, let’s use the
linked workbook on the next page to map out potential specializations.
Remember, you can be a VA in any field and the list provided is not exhaustive. The
workbook is a preliminary guide to common skills you might consider. If you have
something listed in questions 1-3 above that you love, but it’s not in the workbook, go
for it. You can still choose to specialize in that area.
Activity: Map Your Niche Area
Open your workbook, grab a pencil and blank paper, and get started.
Carefully read the instructions on page 3 of the workbook to tally your scores for each
skill correctly. #SimpleMaths!
Complete the workbook activity and then answer the following questions:

1. What are your top 3 possible areas of specialization?

2. Give 3 reasons why you chose these three areas.
3. From the list you wrote down in the pre-work, which skills would you consider
as niches, but were not listed in the workbook?
4. For all the skills you want to specialize in, when do you plan to start
specializing? E.g., immediately or in a year, etc.
5. How do you plan to break into these specific markets? E.g., if you plan to
specialize as a Transcriber, how will you start getting work and building a
reputation/credibility as a noteworthy transcriber?
6. Looking at your network of connections, are there people you can reach out
to with a clear ask to help you start working in this space?

Reference: This workbook is courtesy of The Virtual Savvy

https://thevirtualsavvy.lpages.co/101-services/
Reflect:

Out of curiosity, which skills did you score high on Ability but very low on Desire?
(These are skills you should not specialize in).
Which skills did you score high on Desire but low on Ability? Will you make an effort to
learn this skill since you like it?
Learn Your Niche
When recruiters or potential employers see that you have a niche area of expertise,
your bargaining power increases. Specializing in a particular field will boost your
confidence, but it’s essential to build this expertise before you start promoting it.
As you’ve seen, there are numerous niches, some of which may not be listed in the
workbook. Take the time to research and delve into your chosen niche. Remember,
learning should be a lifelong journey. As we wrap up this course, we encourage you
to continue developing your skills and expertise in areas you excel in and find
interesting.
These tips and resources are just a starting point for your niche exploration beyond this
program. A valuable final tip is to subscribe to newsletters, engage with industry
content, and make continuous learning a habit. The rewards will come with ongoing
practice and dedication.
8.3.3 Your VA Toolkit

Your Toolkit
We want to set you up for success as you embark on this rewarding journey as a noteworthy Virtual
Assistant.
Over the past 7 weeks, we shared many resources that we asked you to save in your Google Drive
for future reference. If you did, well done for being proactive and thinking ahead. If not, here is one
last opportunity to make copies of useful tools and templates for safekeeping.
We’ve put the templates into one Google Drive folder so you have a go-to kit whenever you need to
hit the ground running on a task.
Happy Succeeding!
How to Get in and Stay in
Now that you have your skills, tools, and niching options on point, it’s time to start intentionally
positioning yourself to enjoy the work, remain relevant, and stay ahead.
Here are a few more actions you can easily implement to reinforce your hard-earned seat as a
leading VA:

 Be tech-savvy - Technology is always changing, so stay informed about key apps and
tools that can make you more efficient and organized. You don’t have to be a tech pro;
just maintain a basic awareness of how tools are evolving in the VA space. Regularly
check tech news pages, listen to VA podcasts, or follow established VAs to learn about
the latest software and apps. Choose a platform that’s engaging and easy for you.
 Try new things - Continue the growth mindset by trying new approaches that can
improve your quality of work.
  Make the most of your network - Networking is a lifelong endeavor. Be intentional
about expanding your network and staying connected with key people. Your community
can open doors to new opportunities. Keep building those connections; they can bridge
you to the next level.
 Stand taller than the crowd - Maximize those strengths, attributes, and skills that
make you stand out as a top VA. Consider creating a unique portfolio that showcases
your abilities in a distinctive way. As Coco Chanel famously said, “In order to be
irreplaceable, one must always be different.”

There are many other strategies to enhance your enjoyment, relevance, and contribution as a VA.
Read this article on eahacks.com for additional easy-to-implement tips to amplify your VA
experience.
https://www.eahacks.com/post/5-nuggets-you-can-easily-implement-to-kickstart-a-rewarding-
assistant-experience
An Effective Approach to Getting Audience
To impress and convince potential employers to hire you, effective communication is key. How do
you get it right from the start? Key points are discussed in this video; listen carefully to understand
them.
https://youtu.be/h3B3u_Nd8ls
- Make it easy for the potential client to get to know you. A CV is great, but it might not catch
their attention immediately. They probably don’t have time to read it thoroughly.
- Provide a list of tasks that you can handle easily, requiring minimal setup or admin from their
side.
- Show how you will make their life easier. Ensure that you don’t add to their workload. Be
prepared to handle tasks without creating unnecessary admin for the client. Avoid asking questions
that could be answered through quick research.
- Do your research beforehand on payment methods and clarify your rates in advance. Be
informed about the different channels/modes of payment that can work for a client. If you leave this
for the client to figure out, you will be adding to the tasks they need to complete. Your job as a VA is
to remove tasks from your client’s to-do list. So do your research and make hiring and paying you
easy for them.

Reflect:

What approach can you take to ensure you catch a potential client’s eye from the get-go?
What can you do differently to show that you will add value, reduce admin, and make their life
easier?

Remember, hiring you should not be another “job” or task for your client.
Be witty! Make it easy! Eliminate the admin!
8.3.4 VA Skills Mapping Take 3

Track Your Skills

You are making tremendous progress, and now is a great time to step back and track your growth
over the past 7 weeks. Here is what you need to do:

1. Open your saved Google Sheet Skills Tracker.

2. If you no longer have your Week 5 skills tracker, you can create a new copy.

https://docs.google.com/spreadsheets/d/1ifgEEBH0Evdo3HOIJwFFG6_eljI_dlKrGvjOjcO4C
7I/copy

https://docs.google.com/spreadsheets/d/1uMwpIv6_N6mAcoscG4SKtlTYWlwpedqqrNV-
wMzKfEs/edit

3. Follow the directions in the sheet to update and rate your skills in all the skills and
tools you have learned and practiced so far.
4. Save your updated skills tracker in your Google Drive. You will submit it as part of your
Milestone this week.

Reflect:

1. Reflecting on your highest-rated skills (rated 5 - Exceptional), What recent

achievements highlight your exceptional skills in these areas? How can you use
these strengths to take on more challenging tasks, niche down, or support new projects
as a Virtual Assistant?
2. Looking at the areas for improvement (rated 2 or below - Need to Grow), In which
specific skills do you see the most room for improvement? What steps will you
take to enhance these skills to better support your team and clients?
3. Based on your updated Skills Tracker, what are your top three priorities for skill
improvement? How will mastering these skills enhance your effectiveness and
contribute to your career growth as a Virtual Assistant?

Continue to cultivate curiosity towards new skills, demonstrate proactivity in acquiring them, and take
ownership of your own learning experience.
Well done for taking the time to learn everything we presented to you. May your career be forever
empowered.
8.3.5 Program Road Map - Week 8

A big shout out to you for “Doing Hard Things!”

You are officially at the end of the learning component of this roadmap. Next up is
graduation and certification.
Go to Week 8 on the roadmap and bask in this achievement.

You have done well and we close off with a BIG Congratulations to
you, leading VA!
 8.4 Week #8 Milestone: Skills Map
Take 3
8.4.1 End of Program Feedback
8.4.2 Week #8 Milestone: Skills Map Take 3
8.4.3 Week #8 - Recap Quiz
8.4.1 End of Program Feedback

Now’s your chance to be heard!

We want to say one more BIG congratulations on courageously venturing into this transformative
experience, embracing your ALX adventure, and resiliently showing up throughout the Virtual
Assistant Program!
Now, we—that’s everyone at ALX who worked tirelessly behind the scenes to make this program
possible—we need YOUR feedback so we can make our program even better!

Remember!
Excellence is a journey and, to keep improving, YOU need to tell us what we did right and where
we can do better.

So, before you put your pen—or, in this case, your laptop—down, please complete the following End
of Program Survey.
https://sandtech.jotform.com/242613498276162?cohort=C6

We ask that you be as honest as possible. Your feedback is anonymous and will not affect
your progress in the course.

Important!
The deadline for your survey to be completed is the same time as your Week 8 Milestone
deadline.

Thank you in SO much for sharing your feedback with us!

8.4.2 Week #8 Milestone: Skills Map Take 3
 Novice
 Weight: 5
 Project will start Nov 11, 2024 1:00 AM, must end by Nov 19, 2024 1:00 AM
 Checker was released at Nov 11, 2024 1:00 AM
 An auto review will be launched at the deadline

It’s time for you FINAL skills mapping!

We hope you thoroughly enjoyed learning throughout this program. You have done
a great job and reached the end!
To close off strong, here is what you need to do to complete this final Milestone.

STEP 1: COMPLETE YOUR SKILLS TRACKER—PART 3

You should have already updated your Skills Tracker earlier this week in the VA Skills Mapping
Take 3 task.
If you did NOT, please use the instructions below to reflect and update your Skills Tracker.

1. Open your personal copy of the VA Program—Simple Skills Tracker.

2. Please do NOT create a new copy; use the copy that you created during Week 5 with
the VA Skills Tracking Take 2 task.
3. ONLY if you no longer have your Week 5 skills tracker, should you create a new copy.
Please remember to save a personal copy of the worksheet. When you click on the link it
will prompt you to create a copy. Click on “Create a Copy” and save the worksheet in your
ALX Google Drive folder.
4. Follow the directions on the sheet to update your rating for all the skills and tools you have
learned and practiced over the past 8 weeks.
5. Save your updated skills tracker in your Google Drive.
6. Share your updated Skills Tracker with us during Step 2 below.

STEP 2: SUBMIT
You must submit the link to your VA Program—Skills Tracker in the task below.
Here is what you need to do:

1. Find your updated Skills Tracker in your Google Drive.

2. Change the sharing access to “Anyone with the Link” can access.
3. Copy the link and submit it in the “Submit Your Skills Tracker” task below.

STEP 3: SELF-REPORTING
We’d really love to hear how the skills you have built over the past 8 weeks are supporting you
to achieve your career goals!
Please let us know by doing the following:

1. Please open and complete this form.

2. Submit the form using the blue “Submit Form” button at the bottom of the form.
3. A submission confirmation page will load after you have submitted it.
 4. Take a screenshot of your submission confirmation page. Make sure your screenshot is
clear, easy to read, and does not cut any text out.
5. Convert the screenshot into a .pdf file.
o You could paste it into a Google doc and print/export it as a .pdf.
o You can use the free tool iLovePDF to convert it.
6. Rename the .pdf to Self-Reporting Form_Name_Surname_DD.MM.YYYY. The date is the
day you submit, and the format is: 2 digit day, followed by a full stop, followed by 2 digit
month, followed by a full stop, followed by 4 digit year. So, for example, 22 October 2024, is
“22.10.2024”. Examples of the correct file name are: “Self-Reporting
Form_Udeme_Gumede_20.10.2024.pdf” or “Self-Reporting Form_Mercy_Akuru-
Simon_22.10.2024.pdf”.
7. In the “Submit Your PDF” submission box below, click “Attach a File” and upload your
.pdf. You do not need to write any words in the box.
8. Once the file has been uploaded, you can hit “Save & Submit.”

And that’s it! You have just completed your last Milestone! Congratulations on a job well done!
8.4.3 Week #8 - Recap Quiz
Well done for showing up for yourself. Well done for completing the quiz!
Please check your scores to see if you passed or need to retake the quiz. To pass, you must score
at least 70%.

Overview
Question Result

1. correct

Naeem enjoys detailed tasks and finds joy in proofreading and correcting his sister’s
travel blog. He often spends hours perfecting his text messages, ensuring there are no
grammatical mistakes. When he is on social media he cannot help but notice errors in
the posted content. He is a VA and is thinking of specializing. Which niche should
Naeem consider specializing in to align with his skills and interests?

2. correct
What three elements did Fred Swaniker mention that help a novice VA stay and get
ahead in the game?

3. correct
What skills should most influence your choice of niche/specialization as a VA?

4. correct
Maria has completed all her regular tasks for her client this week. She notices that the
client is struggling with managing their social media engagement and suggests that a
new strategy is needed to improve engagement. What is the best way for Maria to apply
the principle of bringing added value to her client’s business?

5. correct
Ava is tasked with managing her client’s passwords and sensitive login information.
She has been using a handwritten list stored in a drawer at home to keep track of this
information. How should Ava improve her approach to ensure the security of her
client’s data?

6. correct
During your initial VA job pitch or interview, you’ve already highlighted your skills
and experience through your resume and cover letter. Beyond those qualifications, what
 Question Result

specific approach can you take to impress potential clients and make a strong first
impression?

7. correct
What should you consider doing if you have made valuable contributions and met all a
client’s expectations, but the client remains unreasonably demanding or unkind?

8. correct
To get in and stay ahead of the curve in the VA field you should _ _ _ _ .

9. correct
Naeme is considering different specializations as a Virtual Assistant. She is detail-
oriented and enjoys analyzing data, but she is also enthusiastic about web design and
content creation. She is unsure which specialization would provide her with the most
fulfillment and success.
Which approach should Naeme take to find the most fulfilling niche for her VA career?

10. correct
Aisha is on an important Zoom call with a potential client. Just as Aisha is about to
make a critical pitch, the power goes out and the WiFi connection drops. The client is
waiting for Aisha to finish the pitch. What should Aisha do?