Writing For Money

The Internet Newsletter That Shows You How To Make Money And Live A Great Life As A Freelance Writer

 

Business Tactics

 

Hiring an assistant: Can it work for you?

 

BY ROBERT W. BLY | You probably think that hiring an assistant means hiring someone full-time. We traditionally view a secretary or assistant as working a 40-hour week.

 

But it doesn’t have to be that way. More and more people today are looking for temp jobs, part-time work, and flex-time. An article in the Record (August 10, 1997) reports that the use of part-time workers is growing. The Bureau of Labor Statistics says almost one in five American workers — approximately 22 million — are part-timers. The world’s largest employer is no longer AT&T or General Motors; it’s Manpower, a temp agency.

 

For the freelance writer, hiring a traditional 9-to-5 secretary as a full-time employee, with salary and benefits, is just one of several options, and it is the one most writers who hire help choose not to take.

 

The secretary, administrative person, or clerical person you hire to help around the office need not be on staff, nor work full-time. Plenty of people want part-time jobs, and will work at affordable rates in exchange for flexible hours. Many word processing and typing services advertising in your local paper are really small one- or two-person businesses, and will be happy to sell you 10, 15, 20 or however many hours of their service you need per week.

 

Freeing your time for writing

So why would a writer want to hire help? Well, why not? As writers, the only thing we have to sell is our time. We’re like dentists who have to “drill and fill” before they can bill.

 

Writers earn money only when we write. We don’t get paid to make photocopies, go to the post office, file papers, send faxes, prepare taxes, lick envelopes, or take our laser printers to be repaired. Every minute you spend doing these administrative — and nonbillable — tasks represents a minute taken away from your paid writing.

 

Hiring other people to do these mundane tasks frees you to spend more of your time writing. Dr. Rob Gilbert, editor of Bits & Pieces, comments: “For maximum effectiveness, do only what you do best and let others do the rest.”

 

When is it time to consider hiring a helper? When you’re working as many hours a week as you want to be, yet are not getting everything done you want to get done.

 

No need to make a major commitment to see if having a part-time assistant suits your business and personality. Start small. Have someone come in two or three days a week, three or four hours a day. As you get even busier and more profitable, you can increase your helper’s hours, and offload more of your drudge work to him or her.

 

What about money? Some writers tell me they can’t afford help, and they may be right. A poet may want a secretary, but in today’s business world, most secretaries earn more per hour than most poets. To affordably retain an assistant, your hourly income should be at least two or three times what the assistant charges. If you pay $10 an hour, you should be making at least $20 an hour.

 

Where to find help

When my long-time staff secretary quit because of a personal situation, I wondered where I would find another assistant. A colleague suggested that instead of hiring a full-time secretary, I find a typing/word processing/secretarial service to handle my needs.

 

I looked in the local paper and Yellow Pages and called several services. I explained to each service — most of whom were individuals working from their homes — that I was a writer looking for regular secretarial support.

 

Every word processing and secretarial service I talked to became excited at the prospect of having me as a client. Apparently, the word processing and typing business is sporadic and project-oriented; having a regular client on retainer was unusual and a welcome change.

 

I interviewed several services and chose one person. I offered to buy 30 hours of her time a week, by the week, and pay for a month’s worth of service in advance at the beginning of each month. In return, I wanted the best rate she could offer me and a high level of service.

 

This person, who is now my assistant, works from her home in a town eight miles away. It’s close enough that she can come over to do some work here if required, but mostly we work by fax and email. In fact, her small word processing business has a part-time messenger to serve me and her other clients, and I only see her a few times a year.

 

This “virtual office” approach has some advantages. I like being able to work in privacy without having an assistant physically present (privacy and solitude are, to me, productivity boosters). And I have no overhead for my assistant — she provides her own office space. I even benefit from her computer system, which is more fully loaded than mine, but is used to process a lot of my work.

 

The value of an assistant increases as they learn your procedures and business over time; this advantage does not exist when you hire college students and other transients who don’t stick around.

 

One caveat: Since most of your fellow writers in your area don’t use subcontractors, you may not be able to find someone through referral. Call people who advertise in the local town paper and Yellow Pages. Meet with them face-to-face for an interview before hiring them. Start on a trial basis, and don’t promise anything more regular until both of you are satisfied the relationship is working well.

According to Dun & Bradstreet Information Services, four out of ten small businesses outsource at least one function. Perhaps your small freelance writing and editorial business can profit from a similar strategy.

 

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BOB BLY is the author of 40 books including the just-published Secrets of a Freelance Writer: Revised Second Edition (Henry Hold & Co.). For a free catalog of Bob’s books, tapes, and reports for writers, contact: Bob Bly, 22 E. Quackenbush Avenue, Dumont, NJ 07628, phone 201-385-1220, fax 201-385-1138, email: Rwbly@aol.com