Marketing Networking Virtual Assistant
Do you know that you are possibly sitting on a gold mine! Whether you are new or experienced as a virtual assistant, it is important for you to tap into your warm market. “What is my warm market?” you may ask? I’m so glad that you asked that question because it is a great topic for discussion. Continue Reading>>
Achieving Goals Mindset Networking Resources
If you have felt “stuck” with where you’re at in your VA business, especially as it relates to accomplishing the goals you’ve set for yourself, I want to assure you that it is possible to get “un-stuck,” break through the challenges you’re facing and get back in gear.
How? Continue Reading>>
Marketing Target Market Virtual Assistant
What is your answer to the question in the title of this blog post? If your answer is, “I don’t know”, this post is designed for you. If you do already have a target market, you will get some helpful reminders as to why it is imperative for you as a business owner to focus on serving that market. Continue Reading>>
Marketing Networking Virtual Assistant
At EA to VA we have conducted several surveys over the past several years. The most popular question that we receive is, “How do I get clients and run a successful business?” This is a very important question. If you belong to the EA to VA community, you know that there are many resources available to you that will teach you how to run a solid Virtual Assistance business. We encourage you to keep following the blog and post comments and questions when they arise. Also, take advantage of the many resources within the weekly ezine. Continue Reading>>
Business Management Virtual Assistant
Having a good relationship with your clients is critical if you want to have a successful Virtual Assistant business. It all begins with laying a strong foundation. You’ll need to have best practices firmly in place so that when a new client says “Yes I want to work with you,” you’ll have everything ready to go and get off to a great start.
Taking time to establish the groundwork will give you a strong foundation, which will help your business stand out. Not only will a new client continue to use your VA services, they will refer others to you as well. The following tips will help you to develop a strong relationship with your clients right from day one: Continue Reading>>
Marketing Mindset Virtual Assistant
By Sydni Craig-Hart
When you’re out networking or talking to your family and they ask you, “What do you do?” or “What is your business all about?” what do you say?
Do you freeze? Stammer?
Or do you apologetically and quietly say, “I’m a VA” or “I’m a Virtual Assistant.”
And then, you get the blank stare. You know, the deer in the headlights look that says, “I have no idea what that is. I still don’t know what you do. And I don’t think I need that.”
The truth is, saying you are a Virtual Assistant doesn’t mean anything because people still don’t know what you do. Just like there are different types of lawyers, there are different types of VAs. All have different specialties, expertise and knowledge.
So, what you need to do is really focus on a descriptive one liner that tells people exactly what you do. For example, “I help real estate agents manage their tasks so they can focus on selling properties.”
By having a descriptive sentence like this, you’ve accomplished three things:
Whether you work online or offline, one of the keys to your success and having a full practice is networking. In order to network effectively, you have to do two things really well: 1) you have to build relationships so that others feel comfortable talking to you and referring your services to their friends, family and colleagues, and 2) you have to market yourself so that people know who you are and what you do – without questions or hesitations.
So, now that you know you shouldn’t just tell people you are a Virtual Assistant, you need to work on your presentation. Some people call it an elevator speech, others call it a 30 second intro. Whatever you call it – make sure it’s descriptive, make sure it’s effective and make sure it’s easy to say. Talk about the problems you solve and the pain you eliminate in a way that a young child would understand. (What would you say if your child asked you , “Mommy, what do you do?”) When something is easy to say, it rolls off your tongue and you don’t worry about it. You exude confidence, which tells people you’re ready for business.
And THAT is highly client-attractive!
YOUR ACTION PLAN FOR THIS WEEK:
Achieving Goals Business Management Finances
One of the most important lessons I learned in my business, early on, was how important it is to have and maintain a strong foundation in your business. In order to support your growth and efforts to achieve your goals, your business needs a solid infrastructure on which you can build. If this infrastructure is not in place, you could find yourself in a position where you are growing too fast too soon and not serving your clients nearly as well as you should be. This in turn will create unnecessary stress and frustration, which equals a not so happy Virtual Assistant who is working harder and making less money than she should.
So, it’s important to take stock of your business periodically and see how your foundation is holding up and what improvements you need to make. And if you’re just starting out, you’ll do yourself a HUGE favor by setting up a strong business foundation from day one. This is the perfect time of year to consider these points, as we are heading into summer. If you set aside time now to analyze your business operations and start making adjustments, you’ll be primed and ready for fall 2011, while most everyone else is still trying to come back from summer vacation.
The following are my top five tips for assessing your business and strengthening your foundation:
Likely, you set out to be a Virtual Assistant because you wanted to pursue a career that would give you more control over your schedule and earning potential. So make it easier on yourself to achieve your goals, by taking steps to tighten up your foundation and get clear on your goals. Running a successful business obviously takes effort and dedication. And having a strong infrastructure and a solid plan to follow will ensure that you are spending your time and energy on the activities that will get you the results you want!
YOUR ACTION PLAN FOR THIS WEEK:
Business Management Marketing Mindset Organization Time Management
Virtual Assistants tend to be really good at creating lists. We create to-do lists for ourselves, our clients, our families, the housekeeper, etc. These lists are created as a method for getting things done. But, how often do you go back and review your lists to see if “what” you’re doing is yielding the right results? In other words, is how you’re spending your time supporting or detracting from the life and business you want to create?
If perhaps you aren’t making the money you want to make, or you’re working with clients who drain your energy, or you find yourself working far more hours than you’d like, it’s time to step back, take an honest, objective look at your VA practice and decide what adjustments need to be made. Just as you would create an action plan for your clients, you need to create one for yourself. The first step is to answer this question, “Are you making these 3 common mistakes?”
1. Is my own mindset getting in my way? Have you ever gotten frustrated with how things are going in your business and thought, “I’ll never work with high-quality clients who happily pay my fees,” or “I guess I’m destined to discounting my fees if I want to stay in business?” If you answered yes, then that’s exactly what you’ll get. This element of the Law of Attraction is simple and it applies to EVERYTHING you do. Whatever you tell yourself is ABSOLUTELY true. If you put out negative energy that is what you’ll get in return. But if you consistently focus on positive, abundant thoughts, you’ll begin seeing ways to create the results you desire—and the opportunities you need will find their way to you. (Not to mention a positive attitude is highly client-attractive!) If your tendency is to have a negative attitude toward your business, stop! Make the decision to change your thinking, starting TODAY. If you consistently attract non-ideal clients, ask yourself: “What can I do to attract my perfect client?” Look into upgrading your services by taking new courses that expand your knowledge and justify higher rates. Participate in social networks to explore what kind of support your ideal client is looking for—and place yourself directly in front of your target market. Also, be honest about where YOU are standing in your own way. What fears do you have about your business? What limiting beliefs are you holding onto? Put forth the effort to stare your gremlins in the face. Then make the decision to start thinking differently from today forward. All these activities will help you tap into a new group of clients and move you closer to your goals.
2. Do you only market or advertise your services when you need more clients? This is one of the biggest mistakes that Virtual Assistants make. And it is an area where they struggle needlessly. Some may feel hesitant about marketing thinking they have to be pushy and sales-y in their approach. That is certainly not the case. Marketing is simply a matter of sharing solutions with people who were already looking for them. The most effective marketing strategy for Virtual Assistants is to get clear on what you offer, embrace the value you bring to your clients’ lives, get to know your ideal clients REALLY well so you know what their urgent needs and compelling desires are and then put yourself in front of them as THE solution to their problems. You should be marketing your business every week, bare minimum. (Ideally you should be doing SOMETHING to market yourself every day.) There are countless ways to market your services. Attending networking events and industry events has always been highly effective for me. Blogging about the benefits and results you create for clients is another. Publishing an email newsletter, getting involved in social media, and sending a letter to EACH person in your network explaining your services also yield positive results. The list goes on and on. The goal is to be consistently attracting new leads to your business and keeping your pipeline full. Even if you find yourself at full capacity, when potential clients contact you about your services, you can still have your introductory meeting with them to determine what their needs are. If their needs exceed the support you can provide at that time, just let them know your practice is full. Then, offer them the option of going on a waiting list or refer them to another Virtual Assistant. Either way, you keep the lines of communication going. And, if you have an opening, you now have a “warm market” list to contact. This will keep you out of “feast or famine” mode with your finances.
3. Is your business foundation solid? Building a business is like building a house—it needs a solid foundation. If you don’t have an effective bookkeeping method, your office and paperwork are a disorganized mess and you don’t have a marketing plan to follow, you do not have a solid foundation for your business. If you struggle meeting deadlines because you can’t find everything required for a project, it’s time to stop and get organized. Nothing is more important than a solid foundation for your business for it to grow and prosper. This means treating your business like a business, NOT a hobby. Outlining your standards, boundaries and operational guidelines clearly on paper will give you a roadmap to follow to successfully run your business for years to come. Remember, the best compliment a client can give you is to refer your services to a colleague. Make sure you earn that referral by being a competent business owner.
If you are making any or all of these three common mistakes, there is good news! You know now what they are and can take action to make improvements. Spending time assessing, planning and implementing proven solutions will help you to upgrade your business in short order. It will also boost your confidence, decrease your stress and move you that much closer to having the business you dreamed of when you first started.
Action Steps For This Week
1. Schedule one hour on your calendar to sit down and honestly assess your business. Make a list of what is working and what is not. Pat yourself on the back for having the courage to stare your business in the face and acknowledge that some improvements need to be made.
2. Once you’re clear on where you’re at, it’s time to get clear on where you want to be. Set a few specific, measurable goals for improving your business and assign a deadline to each.
3. Break down each goal into a series of projects or action steps. Schedule time on your calendar over the next 2-3 months to work on these projects and get your business affairs in order.
4. Reach out for help if you need it! No one who is successful in business has created that success alone. NO one. So, don’t be afraid to ask for help. You and I can work together one-on-one if you like. (Simply email me at Support@EAtoVA.com to schedule an appointment for us to chat.) You can register for a mentoring program. (www.SuccessfulVA.com or www.FullPracticeVA.com). Plus you can reach out to other VAs for ideas and support. (Check out my group on LinkedIn.com) Whichever option you choose is fine, but set yourself up with the support and accountability you need to take your business to the next level.
5. Leave a comment below and let me know how this business overhaul is working out for you! I love hearing about your successes (no matter how “small” you think they are) and celebrating with you!
Business Management Organization Time Management
When you’re a Virtual Assistant, you are only paid for the time you spend on client projects. Therefore, maximizing your work time is key to the profitability of your company. As VAs typically work from home, it can be a challenge to create a productive work environment where you experience minimal distractions and can focus on running your business. Use the following strategies to get more out of your day.
1. Create a dedicated workspace – There is such a thing as being too virtual! If you find that your “office” moves from your living room, to your bedroom, to your kitchen table or elsewhere, I guarantee that you aren’t nearly as productive as you could be. You are running a business, not pursuing a hobby! Your business deserves its own dedicated space where you show up for work each day. Regardless of how large or small your home is, you can carve out a space for your own office. A corner, a nook, even a closet can be used to create a highly functional office space where you can run a profitable enterprise. Retailers like IKEA and The Container Store have numerous resources to assist you with this.
2. Clear the clutter – Some of us are more organized than others for sure, but there is not a single VA around who wouldn’t be more focused, productive and profitable if they got rid of their clutter. Do you have old pens, mail, folders or other materials piled up in your workspace? Whether you realize it or not, having clutter in your space is a huge distraction for you. It’s been proven that:
Get rid of your clutter and you will instantly boost your productivity!
3. Eliminate all your notifications – Unfortunately, because of our technology focused society we are often inundated by notifications and so called “helpful” reminders. However, when you are focused on your client work and business operations during the day, you don’t need to notified of every little thing. Make it a habit to turn the ringer on your cell phone OFF. Turn the ringer on your home phone or business phone OFF. (You can schedule times to check your phone(s) during the day). Also, let friends and family members know what your work scheduled is and that you are NOT available to talk during those hours. Finally, turn your email notifications OFF. Your time during the day is much better spent working on various projects and being notified each time you receive an email is a costly distraction that you don’t need.
4. Stay OUT of your email Inbox – Email is one of the greatest productivity killers around. It’s a fabulous communication tool, and critical to the functionality of your virtual business, however it also has the potential to be a HUGE time waster if you aren’t careful. I recommend dedicated two blocks of time per day to process your email. Otherwise you’ll find that you won’t get any real work done during the day because you spent all your time answering email! Also, train your clients to communicate with you via a project management system such as Basecamp or Central Desktop. These systems will track all correspondence in a neat, organized fashion so you don’t have to keep a back log of emails but can still keep track of conversations around projects and tasks.
5. Choose the right workstation – Think about the functions that you’ll be doing at your desk. Analyze what you do in a day, and make sure that your desk or workstation suits your needs. Do have lots of cords between your computer and other equipment? Then you want to have a desk with built-in cable management and an adjustable keyboard drawer. Are you a person who likes to spread out while you work? You’ll want a desk with lots of flat space so that you can work comfortably.
By implementing these strategies, you can create a workspace that maximizes the time you spend on your projects and stay focused on the task at hand. Schedule time now to makeover your workspace by selecting one area to work from, cleaning out clutter, eliminate notifications, manage the time spent on email and choosing the right workspace. You’ll see the benefits pay off in no time!
Achieving Goals Mindset Organization Resources Time Management Virtual Assistant
Savvy Virtual Assistants use documented systems to run their business. Using systems consistently will allow you to work as effectively and efficiently as possible. The more you can systemize, the more you can monetize!
Systems are the key to your business organization. It’s a way to ensure that you create consistent high-quality results in everything you do. This includes bookkeeping, communication, administrative duties, client support and marketing. Whether you realize it or not, you probably already have a system in place for all of these things. You just haven’t gone through the process of actually documenting the steps involved.
Documentation is the key to helping you streamline your processes so that you handle your workload more quickly. Once you document your processes for how you handle different tasks, you’ll begin to see how you can either automate them or outsource them. This will free up time for you to spend on your two primary business activities: client work and marketing your business.
Another benefit of setting up systems and embracing technology to help you run your business is that your clients see that you are a true professional. When you invest the time, money and technology to run your business efficiently, you demonstrate that you are running your business like the CEO of a large company rather than a “hobbyist” who makes decisions flying by the seat of her pants. This sets you apart from your colleagues and makes you a more valuable and respected Virtual Assistant.
Think it this way: why would a client pay you top dollar for your services if you don’t demonstrate that you are the absolute best choice? When clients see that you invest money in your systems that help you work more efficiently on their projects, they will gladly pay you what you are worth because they know they are getting the best service possible.
Setting up systems and embracing technology uniquely prepares you for something else: growth with your client. As your relationship grows with your client, they will see you not only as their skilled Virtual Assistant but also as a trusted adviser and business partner. And when it’s time for them to grow their business by expanding their services or looking at other solutions, they will feel comfortable coming to you for help. That trust can only be earned by someone who can offer solutions to what the client needs.
At this point, you may be asking yourself, “So where do I start?”
The best place to begin is to document your tasks for a couple of days. Once you start writing things down, you will see some areas where you can maximize your time by “batching” tasks together.
For example, if you read email every 15 minutes, you probably waste a lot of time reading emails and responding immediately. This is ineffective for two reasons: one, you are constantly reading emails and never get into a good rhythm for completing client work and two, you set an unrealistic expectation for your clients about when you’ll respond to them. If you always reply immediately, a client may start to get impatient with you if you take more than a couple of hours to address their needs.
You can resolve this issue by putting a system in place to set aside specific times of the day to read and respond to emails. This will allow you to schedule time to review emails and respond so that you free up time to schedule actual client work.
You can also embrace the technology within your email settings to be even more efficient. For example, you can set up rules to automatically filter specific emails (like newsletters) into a folder. This helps you control the clutter of your Inbox and you know where to find the newsletters when you have a chance to read them.
These are just a few examples of how you can begin to create systems in your Virtual Assistance business. Once you get some practice with creating systems and using the technology to help you work more efficiently, you will be pleasantly surprised and how much “FREE” time you have available. Now, you’ll be in a position to use that time to grow your business, work with more clients or take a well-deserved break!