Transitioning from BPO to VA: A Comprehensive Guide

Below is a very interesting guest post by Raden Payas, one of the Vetted talent here at HireTalent.ph.

Are you working in the BPO industry and feeling stuck in a difficult situation because your career has hit a standstill? Or are you exhausted from working graveyard shifts and longing to reclaim your personal life?

Taking calls for eight hours a day, five days a week, is mentally, physically, and emotionally exhausting, which explains why the BPO industry has one of the highest employee turnover rates. But what choice do you have? You need a job to support yourself and your family. Are there better options available to you?

Hi, my name is Raden Payas, and I’m a former BPO employee who has been working from home since 2010. I am a WordPress designer, content writer, and SEO (Search Engine Optimization) specialist. These roles may be unfamiliar to you, but I actually started as a General Virtual Assistant (VA). I’m sure you’ve heard of VAs. In fact, you might even be considering becoming one. If so, keep reading—this article is for you.

What is a Virtual Assistant (VA)

A Virtual Assistant (VA) is a professional who remotely provides administrative, technical, creative, or other support to businesses or individuals. Virtual assistants handle tasks remotely instead of on-site in an office, often from their homes.

VAs perform a variety of tasks based on the needs of their clients, such as:

• Administrative Support: Managing emails, scheduling appointments, handling customer service, data entry, and organizing documents.
• Technical Tasks: Managing websites, troubleshooting technical issues, and providing IT support.
• Content Creation: Writing blog posts, managing social media, and creating marketing materials.
• Digital Marketing: Assisting with SEO, running online ad campaigns, and tracking analytics.

Virtual assistants offer flexibility to businesses by allowing them to outsource tasks without hiring full-time, in-house staff.

BPO vs Virtual Assistant: What’s the Difference?

Working in a BPO company and being a Virtual Assistant (VA) have key differences in work environment, tasks, flexibility, and overall job structure. Here’s a breakdown:

1. Work Environment

• BPO Company: Typically, employees work in a structured office setting, often as part of a large team. They usually have set working hours, often involving shifts (including graveyard shifts), and must adhere to strict company policies and schedules.
• Virtual Assistant: VAs work remotely, usually from home or anywhere with internet access. They have more control over their work environment and can often choose their work hours based on client needs, offering greater flexibility.

2. Tasks and Responsibilities

• BPO Company: Employees in a BPO are assigned specific tasks, often related to customer support, data processing, technical support, or back-office operations for a third-party client. Their role tends to be narrowly focused and may involve repetitive tasks like answering calls or managing customer queries.
• Virtual Assistant: VAs handle various tasks depending on the client’s needs. This can include administrative work, content writing, social media management, SEO, marketing, bookkeeping, and other specialized tasks. Their responsibilities are more varied and often require multitasking.

3. Client Interaction

• BPO Company: Employees in a BPO typically interact with clients’ customers or perform back-end tasks for the client, but they don’t interact directly with the business that outsourced the tasks. They are accountable to a supervisor or manager within the BPO.
• Virtual Assistant: VAs work directly with clients, often small businesses or entrepreneurs, maintaining close communication. They are responsible for delivering services directly to clients and often manage their work schedules and tasks independently.

4. Employment Structure

• BPO Company: Employees are usually hired full-time by the BPO company, receive a fixed salary, and may have additional benefits such as health insurance and paid leave. However, the job structure can be rigid, with limited scope for career advancement within the company.
• Virtual Assistant: VAs are often freelancers or independent contractors. They can work with multiple clients at once, set their own rates, and are responsible for managing their own benefits, taxes, and workload. This offers greater autonomy but requires self-management and discipline.

5. Work Hours and Flexibility

• BPO Company: Employees often work fixed shifts, including nights, weekends, or holidays. This lack of flexibility can make work-life balance challenging.
• Virtual Assistant: VAs usually have more flexible working hours, although this depends on the client’s needs. Many VAs enjoy the freedom of working from anywhere and tailoring their work schedules around their personal life.

6. Job Stability

• BPO Company: Job stability is generally higher in a BPO, as employees are hired on a contract or full-time basis with consistent work hours and a guaranteed income.
• Virtual Assistant: Job stability for VAs can be less predictable, as income and workload depend on securing clients. However, successful VAs often have multiple clients, reducing the risk of relying on one income source.

Two key reasons people are transitioning from BPO jobs to becoming Virtual Assistants are income potential, flexible working hours, and improved work-life balance. As a VA, you can earn a six-figure income, typically only possible in the BPO industry if you’re a site manager, IT manager, or hold another technical position. Experienced virtual assistants can manage up to four clients with good time management and earn over P120,000 monthly.

How to Move from BPO to VA

If there’s a group of people well-suited to becoming virtual assistants, it’s those working in the BPO industry. Why? As a VA, you’ll be working with foreign clients, and many Filipinos without experience interacting with foreigners often feel hesitant or nervous about engaging with them—a trait rooted in Filipino culture. 

Yet, BPO employees are already accustomed to dealing with international clients, giving them a significant advantage during the application process. The only remaining question is, “How do you get started?” Here are some tips:

#1 Know Your Niche Based on Your BPO Experience

Many former BPO employees hesitate to become virtual assistants because they believe they lack the necessary experience. In reality, anyone with office experience can transition into a VA role. While most call center agents focus on customer service and technical support, a vast job market exists beyond these areas.

You can work from home as a customer or technical support representative. The pressure is often less intense than in the BPO industry, whether it’s a voice or non-voice role. If you’ve worked with Medicare or health-related accounts, you can become a medical VA. Similarly, there are opportunities as a real estate VA, bookkeeper, legal VA, or finance VA. 

The term “Virtual Assistant” is broad, so assessing your experience and finding the right niche for you is essential.

For example, a friend of mine worked as customer support for QuickBooks during his time in the BPO industry. When he became a VA, he applied as a bookkeeper and has been in that role ever since.

#2 Organize Your Resume Effectively

You might feel that you’re experienced enough not to need advice on creating a resume, but trust me—a well-crafted resume is the key to landing a job. A virtual assistant resume differs from the traditional resumes you submit to local companies. 

You should leave out personal details like marital status, religion, height, weight, character references, and flowery job descriptions. Foreign clients aren’t interested in those specifics. They want a concise, one-page CV highlighting your relevant experience. You can find thousands of resume templates on Canva that can help you get started.

#3 Concentrate on Your Specific Areas of Expertise

When I say “specific,” I mean not to be a “jack of all trades.” If you’re applying for a technical support role, focus solely on that. If you’re aiming for a position as a real estate VA, don’t mention anything related to medical VA. This is a common mistake many applicants make, thinking they’ll increase their chances by including everything in their application. Most clients are very particular about what they want in a VA, so you need to be just as specific as an applicant.

When you come across a job ad titled “Virtual Assistant,” take the time to read the content carefully to understand the specific experiences and skills the client requires. This is why the term “General VA” is becoming less popular. Clients are seeking specific roles, such as “VA with customer service experience,” “technical support VA,” “VA for a law firm,” or “personal assistant for a dermatology clinic.” So, would you really apply as a “personal assistant to a dermatologist” if your resume indicates you are a real estate VA? Please don’t waste your time.

#4 Customized Cover Letter with a Unique Title or Subject

When you discover a job posting on a site like Hiretalent, your first instinct might be to submit your application immediately. From my hiring experience, a job post can receive anywhere from 50 to 120 applications within 24 hours. Positions labeled “VA” are incredibly competitive, as many applicants think they can simply send in their CVs. This influx of unqualified applicants can create extra work for the hiring manager, which is why a customized cover letter with a unique subject line is essential.

For instance, if the job title is “Experienced Real Estate VA – Full Time,” eight out of ten applicants will likely respond with the subject line: “Re: Experienced Real Estate VA – Full Time.” The person reviewing applications may overlook these emails due to their similarity. However, if your email subject reads, “Your Real Estate VA is Ready for an Interview,” it stands out and is more likely to grab attention.

In short, the content of your cover letter should be tailored to the specific job you are applying for. Each position requires a customized cover letter that addresses the unique needs of the role and answers any relevant questions.

#5 Three to Five-Minute Video Introduction

A five-minute video introduction showcasing yourself and your experience can significantly enhance your application. I’m not referring to a generic video; I mean a tailored video for each specific job you’re applying for. Putting in this extra effort demonstrates your seriousness and conveys to the client that you’re committed to your job search. 

While a video introduction can have positive and negative effects, it’s a worthwhile step. If the client likes your resume and video, they will likely schedule an interview. Conversely, they won’t reach out for an interview if they’re not convinced. While this may seem disappointing, it ultimately saves you time.

Final thoughts

Transitioning from the BPO industry to becoming a Virtual Assistant can be a rewarding career move, especially for those with the right skills and experience. You can effectively stand out in a competitive job market by focusing on specific areas of expertise, tailoring your resume and cover letter, and creating a compelling video introduction. 

Foreign clients value clarity and relevance over extraneous details, so highlight your applicable experience. With dedication and a strategic approach to your job applications, you can secure the virtual assistant position that best fits your qualifications and aspirations. Embrace the opportunity to take control of your career and find a role that offers financial stability and a better work-life balance.