Attention Virtual Assistants - Demand Respect
If you set boundaries with clients in the beginning of your partnership the respect is set from day one.
Start with respect from the very first conversation. Most of us offer a consultation to see if we will work well together, so while they are asking questions of you take a moment and tell them about your business. What hours do you work? What is your turn around time? What are your payment terms? Tell them all of these things. If you have a specific business development day, tell them when it is and tell them why you have implemented it. This will show them that you are serious about your business.
After you have signed the client, send a little welcome kit that includes a letter letting them know how much you look forward to partnering with them and again explain your hours of operations, turn around time and any other pertinent information that you feel they need to know.
Becki
Virtual Accuracy Companies
Virtual Assistant Training
Goals for 2008
It seems cliché to write a blog post about making changes in the New Year right now– but frankly, it is on everyone’s minds so here we go….
2007 was a great year for me. My business grew in leaps and bounds and I am so happy about where Mann Made Time is today. But, I’m not happy with my level of stress and the time I’ve been taking away from my family to work.
2008 is going to be different. I’m almost at the end of my first week of vacation for the holidays and I haven’t done a stitch of client work. I kind of miss it, but I am really enjoying this time with my kids and my husband.
Next week is when the real work will start. One full week to focus on my business. I should have done this eons ago, but better late than never. I’m going to share some of my goals here, and I hope they will serve as inspiration for my fellow VAs:
· Set up a collaboration site for my clients to post their projects to. This will hopefully eliminate the massive amounts of emails I receive, and there will be one central place for my team to work from.
· Hire a bookkeeper. My books are in an awful state, and I will be outsourcing this task monthly so I don’t get this behind ever again.
· Complete my policy and procedure manual.
· Prepare handbooks for my associate VAs, so my team members will all be on the same page with regards to how I want my business to operate.
· Overhaul my filing system to increase efficiency.
· Put a better backup system in place for my computer. The technique I’m using now has served its purpose, but it’s time to step it up.
· Improve my newsletters and create autoresponders for my info products.
· Become a better affiliate sales person to increase my passive income.
I’m not sure if I will be able to complete all of these items next week, but at least I have these goals written down. I’ll take a good stab at it next week, but I’m going to try to relax a bit too.
2008 will be a revolutionary year for Mann Made Time – you can hold me to it!
Happy New Year everyone.
Where is everybody?
You’ve declared your business, you’ve got a Web site, now where is everybody?
How do you get clients?
You’re cute!
You mean they don’t just come?
Uh, unh! It takes a lot of work and even more determination. But it can be done.
But where do you go from here? How do you build upon your current knowledge, skills and abilities as you work to increase your local/global awareness and visibility? How to you get those clients’ feet in the door?
You need a killer Marketing Plan
Some things to consider are:
Show and Tell
Develop sales and marketing letters and gear them toward your target market. Include post cards in your portfolio.
· Send your marketing materials to your prospects, and even to your regular customers via United States Post Office, or email, on a recurring basis.
· Attend Chambers of Commerce meetings; arm yourself with your business cards and make sure to get them into the hands of all those you meet.
“Word of mouth”
In this case, that “word” garnered from interaction with members and guests at industry message boards (like virtual assistant forums) can become the charcoal starter to whoosh your business into action.
Write a blog
If you decide to produce a blog, be sure to mark “post to blog” on your calendar “more frequently than once a year”! At least two to three times a week is ideal. Less than that, becomes more like the drudge of writing a letter to the bill collector to say your check’s in the mail.
What do you know, and how do you know it?
Pick a topic
Position yourself as an expert by increasing your credibility to your target market, write articles! Articles that offer a solution to a problem your visitor might encounter; submit the articles to article banks. And do it regularly. Grab articles of others from these data banks; make them available for your customers. But don’t stop there! Post the articles, with appropriate author credit, to your blog and at your Web site.
Continue your “blog missives” in a grander format
Create a newsletter; distribute the newsletter, optimally at least once a month, to your clients and those recently registered visitors.
Announce something
Not just anything. Make it something of interest to your readers. How about a “special” on your Services to coincide with some holiday of the year? Or maybe the first snowfall! How about the birth of your newsletter, or the xxth customer to your Web site!?
Keep them coming back for more!
Make a joyful noise
Entice your public; include Podcasts as one of your “must haves” of the latest necessities of the 21st century’s technological inventions. Visitors to your site will have an opportunity to immediately “hear” your message.
Go for free: do a give-away
Produce a little bit of something, perhaps from your Services repertoire, to share. Make it a tip of the day, a hand-out or download; your customers will go away smiling. And come back for more!
Taking Time to Recharge…
My name is Heather and I’m a workaholic.
There, I said it.
However, I had the opportunity to take some time off this holiday season. Yes, I could’ve worked, but I didn’t.
I brought my laptop to my parents house, but other than to check a few personal emails and to upload the pictures, I’ve not been on it.
Ok, so I wrote this, but this post came from the result of slowing down.
When I got here, I was bored. My parents live in the middle of nowhere, on the top of a mountain. It’s cold. It’s foggy. There’s nothing to do. Seriously.
I thought I was going to go mad.
But then, I slept. Boy did I sleep.
I made the comment to my parents that I couldn’t figure out why I was sleeping so much and my father looked at me and said, “because you’re used to going 100 miles per hour at home and here, the maximum safe speed is 35.”
He was right. I couldn’t move faster than the speed of light here. It’s why they retired here. They are enjoying life. And for these five days, I’ve enjoyed life, too.
I’ve spent lots of quality time with not only my parents, but my grandma, my children and my dog. My parents live on a golf course, and I’ve had no choice but to take my dog on a walk at least three times a day. We’ve run, we’ve played, we’ve enjoyed each other.
And my kids? I can’t remember the last time that I played with them like I have. It’s been nice. There’s been no fighting. It’s been wonderful.
And we’ve laughed, oh my how we’ve laughed. We’ve been remembering the good times and the bad and laughing all the way.
It’s been great to slow down and recharge. I’m going home today and it will be time for Santa and for the slew of new presents and then for me, a trip to Orlando with the teens from my church. No recharging there. No work, but no rest either.
It’s the best gift I could’ve given myself…the time to just be me.
So, on behalf of the Virtual Assistant Revolution, I wish you a very Merry Christmas… and give you permission to take some time off. Spend time with those you love. Spend time with yourself.
Take some time and recharge… and then hit 2008 refreshed.
Until next time…
Heather
Revolutionary Spotlight - Sally Khulman
http://www.VirtualSimplicity.net
Owner: Sally Khulman
1. How long have you been in business?
5 years
2. Why did you start your business?
Being an entrepreneur is in my genes, my grandparents and my parents were.
3. What types of businesses do your service?
Non-profits, health care (chiropractors, dentists, acupuncturists), other entrepreneurs
4. What is your niche?
Marketing support, coaching and helping clients get their to do lists done!
5. What is the most important lesson you’ve learned since opening your virtual doors?
Don’t be a doormat, set boundaries.
6. What resources can you not live without?
The Virtual Assistant Revolution
7. What’s the best part about being a VA?
The people – my clients and other VAs that I’ve gotten to know. Oh and the look on people’s faces when I tell them what I do for a living.
8. What’s the greatest thing you’ve done for your business?
Besides joining the VA Revolution I think the best thing I did for my business was to let clients go that weren’t the right fit for me.
9. Where do you see yourself in 5 years?
In 5 years I will be running a full multi-VA business, coaching and mentoring new business owners and selling lots of books.
10. What the biggest obstacle you face in your business? How did you overcome it?
Setting boundaries with clients and family were my biggest obstacle. I overcame this by coaching with Dale and taking some time to reflect to really figure out what I wanted. I realized you have to know what you want and let others know. I knew I didn’t want to be taking client calls at 9PM or working on the weekends but my clients didn’t know that until I told them. It’s important to be very clear in what you want and what your boundaries are. I’ve found people respect me more the more I state my boundaries.
11. In your opinion, what’s the best feature of the Revolution?
The kick in the butt. I love that the Revolution is not a place to make excuses; it’s a place to get things done. Fellow Rev members hold you accountable and tell you to get over yourself if you are making up a bunch of excuses for why you can’t do something. I love the push; there is always someone there to challenge you to get you to step out of your comfort zone, to be revolutionary.
So You Wanna Be A Virtual Assistant…
So, you have made your decision.. You’ve been reading the forums for the past month, and this is ‘it”. You can barely contain the excitement. The very idea of sitting at home (in your PJ’s no less) making money is within your reach. Why didn’t I think of this sooner? This has got to be the best-kept secret around.Well let me tell you, all of that sounds just peachy but have you given any thought to exactly what is a virtual assistant? Do I really have what it takes to create and run a business? Am I willing to make sacrifices and invest in myself?
Well, who am I you say?…… Well, let us just pause parenthetically for a moment and find out. My name is Cynthia Clark, business owner, and self-appointed “expert newbie” of “Cynthia’s Virtual Solutions.” I am here to tell you how my journey began. Where I have come from and where I am today.
I am no different from you, the person in the beginning of this post “is me.” I came from the same political corporate world, just like you. Making that horrific 1 ½-hour drive each way. Dedicating myself to a company that showed no appreciation for a job well done, yet still giving it my all. Only to find myself training the bosses best friend, (being the team player that I am) in preparation for him to (can you believe it) take over” my” job.
Needless to say that little block of my life is what got me here, thank God.
Which brings me to:
· Phase One
I did my research. The internet became one of my best friends. When I discovered how huge the “virtual assistant” industry was, there was no turning back. I read everything I could about the industry, and I took a look at seasoned VAs web sites as examples. I studied my heart out for about a month and a half, which brought me to:
· Phase Two
During my research, I discovered the wonderful world of “networking.” My first stop was, VANA (Virtual Assistant Networking Association). I had hit the jackpot. Hanging around the forum there was like hitting a Las Vegas Casino. There was just no way I could lose hanging out there. I dived right in, like the newbie I am, and began to post question after question.
I found each and every person that responded to my questions, friendly and more than willing to help me. The most important lesson I picked up first was given to me by a VA by the name of Angela Smith @ Accu-Assist. I bought her e-book called
“Networking for Newbie’s” Only after I read that book did the concept of networking begin to work for me.
· Phase Three
This phase is the most important to me, because here is where I found:
“The Virtual Assistant Revolution” or as it is more commonly known “The Rev.”
Here is where I found the best of the best. This smaller, more close-knit group of men and women has been instrumental in providing me with the necessary, experience, strength, and hope. The Rev, is where I found my coach, (Becki Noles of VA Training), my web designer, (Connie McVicker of Signature Worx) and my content writer, (Jaime Mann of Mann Made Time).
This network in and of itself is jam packed with a collection of winners in the Virtual Assistant industry. Most of who are also members of the VANA network as well. So here I am the new kid on the block and what do they do? They surround me like a newborn and take me under their collective wings. Each member of The Rev has something to offer the newbie, and it is up to that newbie to apply it to their business.
· Phase Four
This phase brings me to the here and now, and the moral of this story. Having gone through all of the above, with a willingness to learn, an open mind, and remaining teachable, I am now putting the final pieces of my business into place. I plan to have my web site up and running, my press release published and ready to go. A marketing plan and accounting system in place. And with my fellow “Revolutionaries” close by to cheer me on……..
I will present to you……..”Cynthia’s Virtual Solutions”
HOLIDAY POEM
Virtual Strategies and the Virtual Assistant Training Program would like to wish you all the best over the holiday season, however or whenever you celebrate it. Stay safe and healthy!
Here is a little holiday poem I wrote for all the hard working and aspiring VA’s. Enjoy!
Holiday Preparations
Her fingers are flying across the keyboard
Looking for documents and where they are stored
The emails keep coming, her Inbox is full
How hard she is working they will never know
The holiday season is getting ready to start
Thank goodness she’s organized, in addition to smart
She’s been planning time off for weeks on end
Just a few more responses she has to send
One more click of the mouse and she’s on her way
When suddenly the phone rings, to her dismay
Her call display tells her it’s one of her clients
A client who, on her, has become quite reliant
Even though tired and ready to call the day quits
She lets out a small sigh and quietly sits
She picks up the phone ready to do one more task
“How may I help you?” she cheerfully asks
“With nothing at all,” her client then said
“Only Seasons Greetings to your family instead”
As she hung up the phone with a smile on her face
She looked around at her home office space
Her feeling of gratitude words cannot say
How blessed she feels to be a VA
Warmly,
Mary-Lou Ashton
Virtual Strategies
Phone: 604-483-3740
Fax: 604-648-8641
Email: marylou@vatp.ca
There Are Signs Everywhere…
One of my favorite movies besides The Shawshank Redemption, is Fools Rush In. I love a great love story…especially one that is based one a true story. However, Fools Rush In is a favorite of mine because it speaks to me about fate. Have you ever felt like the universe is speaking to you? I do all the time and it’s been happening a lot lately. Some people call it fate, some call it the secret and some call it a sign. Like Salma Hayek’s character Isabel, she believed that they were signs all around you to help you through this wonderful maze we call life. The trick is you have to be open to the possibility in order to see them. I think the majority of people dismiss signs as mere coincidences. Me, I don’t believe in coincidences. I believe everything happens for a reason. Sometimes the reason is clear and other times it’s not. For example, I recently lost two clients through no fault of my own. It still frustrated me a great deal and caused me to think about how I would like build my business stronger in the upcoming new year. I started asking myself if we really have control in how successful our business is or is control just an illusion we comfort ourselves with. The other day I was watching Will Smith give a TV interview to promote his new movie I Am Legend. He spoke about the ups and downs of life and how when you are experiencing one of the downs, that is when you dig in and fight harder not shrink away. What he said spoke to me and it registered with my head and my heart. In that moment, I felt as if that message was meant just for me. Later that morning, I was honored to be chosen as the Revolutionary Business of the Year for 2007 from the Virtual Assistant Revolution and to share the honor with co-winner and good friend Yvonne Weld. This was such a surprise and the timing was perfect. It truly motivated me, rejuvenated my spirit and reinforced that I was doing the right thing with my business despite it’s recent loss in clients. Now, if that isn’t enough to give you an idea of what I am talking about let me tell you one last thing. Yvonne and I both experienced a loss of clients, we spoke on the phone for quite some time brainstorming how we were going to build our businesses stronger than ever. That this loss we experienced was just preparing us for something better. We spoke way before we knew found out about winning the award. Now I ask you…Coincidence?…perhaps to you…but to me there are no coincidences. I’ll leave you one of the memorable quotes from a priest on the street in the movie Fools Rush In. “There are signs everywhere to help you find your way”. The universe is speaking to you…are you listening?
RSS Feed Reader for Firefox
Over the past few years I have tried a number of RSS feed readers. One of my absolute favorites is still Feed Demon but I have a hard time “remembering” to actually open it and check for new feeds. From there I moved to one that populated my Outlook with the latest feeds, but there is something about reading incessant emails 24/7 that turned me off. Then on the recommendation of a friend, I decided to give the Google Reader a go…unfortunately it was a no go. It seemed bulky, not hard to use or confusing, but overly…blah. Needless to say I continued with Feed Demon while searching for something better that would meet my needs.
Not too long ago I found Wizz RSS, an add-on for Firefox, and I must say that I am ubber impressed. My feeds can now appear on the left hand side of my browser or I can click them off if I need total concentration. The left hand side of my screen reminds of the open bookmarks window. The add-on is user friendly, clean and very reliable. If you’re in the market for a new reader, definitely remember Wizz RSS. the ubber cool Firefox add-on..
Becki 
VA Revolution
Virtual Assistant Training
The important role of follow up
For my contribution for the Revolutionary blog, I would like to include an excerpt from my book, The Art of Follow Up.
I honestly don’t believe I would have a full roster of clients if it weren’t for diligent follow up with all of my leads.
It’s not as intimidating as it may seem, trust me. If I can do it, you can do it.
You own a Virtual Assistant business. You are the Commander in Chief, CEO, Director of Sales and Marketing, Receptionist and most likely Maintenance crew, among other things. If you don’t follow up with your potential clients, who will? Your competitors will!
After you’ve sent a targeted mailing, do you sit back and wait for the phone to ring? I sincerely hope not. You must be proactive. You might be lucky and receive a couple of phone calls, but don’t hold your breath. Whether you are targeting successful coaches or top producing real estate agents, chances are you selected your target market because they are busy people. Busy people tend to let their mail sit for a long time, especially if they don’t know who it came from. Perhaps your letter was opened and well received by the reader, but then got stuck in the glove box or tossed into the recycling bin.
You must make another contact with each and every recipient of that letter. A dozen of those letters could be sitting on desks or thumb tacked on bulletin boards while their readers wait for a free moment to contact you. What if that moment never comes and your potential client keeps getting busier and busier? They could really use your services and are likely to hire you, if you follow up with them.
You have probably found yourself in a similar situation. Think about it. The most recent example in my own life was a couple of months ago. I received a letter in the mail from a company offering credit card merchant accounts to new businesses. I thought it was interesting and set it aside. I had been too busy to call him. If he had called me back or sent me more information, I might have obtained his services or at the very least spread the word to my business contacts.
Rule # 1:
Never leave it up to your potential client to contact you.
Say it aloud, memorize it and repeat it. If you leave it up to a potential client to call you, you are taking quite a risk. All it takes is another letter, a postcard or a simple phone call. You must understand how important it is to stay in touch with potential clients.
New Year’s Resolutions
Have you thought about your New Year’s Resolutions? Not the ones for you personally, but for your Virtual Assistant business. That’s right! You should have New Year’s resolutions for your business to help it succeed.
Here are a few items to get you thinking:
Pricing
- Have you looked at your pricing lately? Have you thought about whether you should raise your rates?
- Are you comfortable with your rates on your Web site or do you want to take them off? Which is the best for you?
- Have you decided on what your Virtual Assistant subcontract rates would be, if you decide to target VAs?
Resolution: Figure out what your pricing should be for your business! Decide whether you want to put your rates on your site or not!
Clients
- Have you approached potential clients just to have them say no? Well, if that’s the case, try to find out where you need to go to find the clients that will say yes. Join a new organization that will make it happen. Make this a resolution to find the clients you want for your Virtual Assistant business that will say yes!
- Are you thinking about changing your target market or you don’t know who your target market is?
Resolution: Find the clients you want for your Virtual Assistant business that will say yes! Figure out what target market would excite you and go for it!
Training
- Is there some sort of training you have really been wanting to take to grow yourself and your business?
Resolution: Find out how to get that training and where you need to go – then sign up and learn!
Books
- Do you have some ideas of books that you’d like to purchase to assist you with your business? These are great ways to help your business, so make a resolution to purchase some books.
Resolution: Decide which books you’d like to purchase and then set a deadline to buy each one!
Be You!
- That’s right! Just be yourself. Smile because you’re happy with your business, not just to “project an image” that you’re happy with your business. If you’re yourself and project that honestly, the clients will come. They’ll be so impressed.
Resolution: One of the best resolutions you could make for your business is just to be you! Just make a resolution to be yourself!
Think of other possibilities for your New Year’s resolution. Maybe you want to purchase new equipment for your office. Maybe you want to go to the next VA Conference. Do you need to take a better look at your goals?
These are all things that you can have as your New Year’s resolution to make you and your business succeed.
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