Productivity
Drop Boxes Make it Easier to Communicate with Your Virtual Assistant
Most virtual assistants are fast-paced multi-taskers. If you work with one of them, you know sometimes it is difficult to keep up…especially when they are running many aspects of your business from email to affiliates…and everything in between. Depending on how much your assistant does for you, you could get hundreds of emails in a month from your virtual assistant. With all of that communication (especially in the world of OVER COMMUNICATE IS BETTER), it is no wonder that it’s tough to put your hands on important files that come through email.
Entourage and Outlook do a decent job of “searching indexes” for those missing attachments…but not always. It’s usually the “but not always” moments when you could really use a file send, receive and store service with a dropbox.
Services like YouSendIt and Mongofiles have the market covered on the drop box concept. It is perfect for sending large files to your assistant (or vice versa) – think Video an Audio files. These services offer simple solutions for sending files and knowing they were delivered…with tracking. The great thing is that you can always go back and download sent files…so you don’t need to store them on your computer (gulp – think hard drive crash and losing important files).
I use a drop box right on my website so that client’s can easily send me files, folders, videos, audios…you name it. I’ll always be able to access them and I never have to ask “where did that file go” again.
Top 3 Resolutions for Virtual Assistants
Got Motivation? Of course you do. It’s almost the New Year and we can’t help but imagine all the things will accomplish in 2011. Did you know that 90% of American’s have the same top two resolutions? First, Get Healthy. Secondly, Gain Financial Freedom. But what about in the “work world”?
I surveyed my colleagues in the “Virtual” world. The top three resolutions were pretty much unanimous…but they all followed the same theory: Be more profitable. Makes sense, right?
Here are the top 3 resolutions:
1. Get Better Clients
Dump the “duds”. Clients who don’t pay in a timely manner or those who are not paying your top rate should be “introduced” to someone new. It’s not just about the “money” factor here, but the clients that require the most maintenance usually pay the least and create more stress in your world. Be careful though…make sure that you have set your clients up for success and don’t leave them high and dry. Prepare a transition plan for them. You would want the same respect in return.
2. Network More
Spend time using the social media avenues so that you can meet the people that are going to help you expand your business. Be sure to take advantage of the chance to get in front of your clients or future clients through quality social networking…not just empty posts. Take every “in-person” opportunity to tell someone about your business. You never know who they might know.
3. Get More Work-Life Balance
So this is the tough one and it takes tons of discipline. It can be difficult to “clock-out” when you know that with your computer, blackberry, or the phone is a few steps away in the other room. My advice, Make sure to SHUT DOWN at quitting time. Make time for yourself and make time for your family. If you are wound tight all the time, you won’t be nearly as productive for your clients or as present and available for your family (or yourself).
Whatever your resolutions for 2011, be sure to write them down and post them in a very obvious place. Also, check-in on a weekly basis and give yourself a new task to help you get to your ultimate goal.
Happy New Year!
Productive New Years Resolutions – Be Efficient with Change
Are you ready for change?
New Year’s resolutions are notoriously tough to keep, but this year could be different. I found a quiz created by the psychologists at the Center for Motivation and Change that helps you better understand how you develop new habits.
There are three essential elements for creating long-lasting change: a strong sense of self-awareness, a strategic approach to the challenge, and a good perspective on the difficulties involved.
There are a total of 12 questions that I will share with you over the next few days. On the last day, I will share the answers from the Center for Motivation and Change with you so keep track of your answers! It’s a fun way to learn new things about yourself!
1. When you consider your goal, what else do you automatically think of?
a.) The sacrifices I’ll have to make.
b.) All the great things that will come of it.
c.) I actually try not to think about it too much. “Just do it” is my motto.
d.) Both the costs and the benefits. I can’t help feeling a little hesitant.
2. How important is this goal to your happiness?
a.) This is it! If I meet my goal, I will finally be happy.
b.) It’s a pretty big deal, but I realize it’s not the answer to all my problems.
c.) It doesn’t seem crucial to me-though I feel like it should.
d.) It’s a small but important step for me.
3. What is inspiring you to try to make this change?
a.) A suggestion from a loved one.
b.) My own desire.
c.) Societal pressure.
d.) At least two of the above.
4. Do you expect to encounter any obstacles on your path?
a.) Yes, my path is a minefield!
b.) I certainly imagine I will, though I don’t know exactly what they will be.
c.) Not really. Once I decide to do something, nothing can stand in my way.
d.) I can think of a few. But I have some ideas about how to get past them.
5. If you were to start making the change today, what would you do first?
a.) I don’t have a plan per se. Determination is all I really need.
b.) I’d talk to a friend about my expectations. I want to be sure they’re realistic.
c.) I have no clue. I get overwhelmed just thinking about it.
d.) I’d make a rough list of the steps I need to take.
6. Say a few weeks down the road you slip back into old behaviors. Which scenario is most likely?
a.) I’d feel very discouraged and probably give up, at least temporarily.
b.) I’d try to figure out what went wrong and fix the problem.
c.) I can’t even entertain that possibility now. It would be like giving myself permission to fail.
d.) I’d look back to the success I had early on and use it as inspiration to keep going.
7. Imagine that before you meet your goal, you start feeling worse rather than better. What would be your first impulse?
a.) There must be something wrong with me.
b.) It’s too soon to quit. I need to keep pushing myself.
c.) This is a sign. I’m not ready to change.
d.) I need to revisit my goal to see if it’s still what I really want.
8. Which best describes your attitude toward challenges?
a.) I embrace them, but I get impatient when I’m not successful right off the bat.
b.) It depends on the challenge. Sometimes I’m motivated; sometimes not so much.
c.) I have to admit I don’t love them. I prefer to stick with what’s familiar.
d.) When I commit to something. I’m committed 100 percent.
This content was provided by Jessica Walker Galland, DeskOfJess.com. Desk Of Jess provides copyediting services and Organizational Therapy for entrepreneurs in overwhelm. Visit her at www.deskofjess.com
The Balancing Act: Work, Friends, Family…Holidays
“Tis the season to be … overwhelmed.”???
It’s tough for anyone to juggle the holidays with all of the other balls in the air, but when it comes to the drastically overwhelmed there is one group that sets the bar. The Work-At-Home-Entrepreneur with kids, in-laws and an active social life can typically be found begging for the holidays to be over by about Mid-December. Why? Because we’ve been to busy to put a sanity plan together.
Here are my top 5 tips for making it through the holidays with minimal scratches and no casualties…
1. Make a schedule and stick to it: This is always my very first tip no matter the season. Good scheduling is key to getting through a busy time. Let’s face it, you have a business to run, kids to corral, dinner to cook, and friends to fa la la. Give yourself plenty of time so that you can get through it all without dreading the holidays or dealing with the guilt of not getting it all done.
Set reasonable expectations for what you can accomplish in a regular day. Make time for Santa, Self and Sanity. Put it all on the calendar.
2. Buy online…don’t fight the crowds: Prices are just as low online as they are in the store, most of the time. AND who can beat the free shipping deals all over the place. Pair that with not standing in lines, not fighting with parking lots, and not carrying packages and you have yourself a winner. Don’t forget to include time for shipping when planning your online shopping extravaganza. Otherwise, you’ll get stuck with nasty RUSH fees.
3. Batch your errands / to-do-lists: Another favorite of mine. Plan your errands well in advance, if you can. Choose stores that are closest to one another when shopping so that one trip does it all. Even if you can’t get it done all in one day, you’ll save time and aggravation when you can batch your to-do’s together.
4. Assign tasks to others: I used to assume that my husband had no holiday spirit. I’ve recently come to realize that the “deer in the headlights” look when I asked him to “go buy a gift” was pure fear…not the Grinch. Now, I know that I can send him off with a very specific list and he loses the dazed and confused look…and usually shows back up with exactly what I asked for. Amazing! Take the time to give your “someone” a very specific to do list and you’ll get the results you are looking for.
5. Take time to enjoy and remember what this season is all about: When all is said and done there is a reason for this season. No matter your religious views, we all have our reasons for celebrating the end of a year and beginning of a new. Remember to enjoy that reason…especially when the day is crazy and long…and exhausting.
Stick with these tips and enjoy a rich and semi-stress free holiday season.
Try Before You Buy
In the current economy, it is so easy to look for the quickest and cheapest way to get things done. Hey, sometimes you catch a break but most of the time, you do only get what you pay for! Anything you can buy over the internet has pretty wrapping, a list of great features and benefits, and testimonials galore. But one size never fits all. Before you purchase anything for your business, you have to take the time to do your homework. Otherwise, you will end up wasting time and money. Read the rest of this entry »
Are You Doing Everything? 5 Projects You Can Outsource Today
When I included 2 hours of my VA’s (or Virtual Assistant’s) time as a bonus for my clients, I heard from several of them who weren’t quite sure what to use that time for.
These amazing women entrepreneurs were doing it all! While I admire them for their myriad talents (heck, I can’t design my own sales page!) and commitment to getting things done, I also know that freeing up as little as 1 extra hour per week can be very profitable if you use that time well.
Here are my personal top 5 projects to outsource to a Virtual Assistant this year: Read the rest of this entry »
Key Steps to Being Productive When Working From Home
If you work INSIDE the home, you know how hard it can be to stay on track and not get distracted with a domestic “to-do” list.
Here are 5 Simple RULES to follow when you are work at home.
Rule 1: Give Yourself Attention FIRST. Take just 10 minutes to have some tea, quiet time, or meditation. This will really helps to clear your mind and help you focus for the day. Read the rest of this entry »
How A CRM Can Help You Boost Sales and Profits
A small business CRM (Customer Relationship Management) system can help you to boost sales, profits, and growth. The survival and success of your small business depends on your customers. You can use a CRM management system to find more business prospects, manage and convert more of them, and increase customer retention / loyalty.
CRM customer software can help you to classify customers into those who spend more money and contribute more to profitability, those who spend little and need a lot of customer service, and those who are somewhere in between. You can also use the system to categorize customers on the basis of geographical location, age, sex, occupation, income, etc. Read the rest of this entry »
Setting Up The Perfect Home Office
If you are planning to set up a small office home office, make a list of your critical requirements, bearing in mind your type of business. Design a small business home office that meets your specific requirements. Try to maximize productivity and comfort, without investing too much in business office furniture and equipment.
1. Look for suitable small home office space: If you are presently running your small business from your dining table, you need to look for another area where you will have more space and privacy, like a spare room or garage. Look for space that you can use exclusively for your small business office, which is separate from the main living area.
If you will be meeting clients in your office, you may need an area near the entrance, or may have to rent office space.
Choose a place with lots of natural light and supplement it with additional lighting. Keep you monitor in a place where it will not reflect any light from a window or other light. The window or light should be on one side to avoid reflections. There should be sufficient light in the room to prevent eyestrain while working for long hours on the computer.
2. Small home office furniture: Get the best chair that you can afford, because you may have to spend many hours every day in it. Look for an adjustable chair and try it out to see if it is comfortable. An ergonomically designed chair will provide good support to your back and arms.
Small home office desks that are designed to make the best use of the available space may not always be comfortable to use. If you get a small desk home office with a pull-out keyboard drawer, look for one that has space to keep the keyboard and mouse at the same level. Look for a desk that is deep and provides enough space between you and the computer screen.
Get one or more filing cabinets in which you can store your critical records. You will also need space to store essential business office supplies.
3. Choose the right small home office computer: Make a list of the work you need your computer for, before you decide about whether a desktop or notebook is suitable for you. You may need to use your PC for browsing the Web, emailing clients, creating documents and worksheets, designing promotional material, creating a customer database, printing mailing labels, making presentations, etc.
The latest notebooks are just as powerful as desktops and you can take them with you when you meet clients or travel. On the other hand, current desktops are cheaper, smaller, and are easier to repair and upgrade. The latest desktops occupy very little space on a desk and use compact LCD monitors. Look for a quiet, energy-efficient computer.
You will need to get licensed software that is essential for your line of work. Get antivirus software to protect your computer from viruses, worms, spyware, hackers, and other online threats. You can save money by downloading free antivirus programs, though they don’t receive updates as frequently as paid versions.
4. Essential peripherals for your computer: A multifunction printer may be the most cost-effective choice for you, because it can work as a printer, scanner, fax, and copier. A multifunction device makes a lot of sense for a small office home, even though it may not be able to do any of these jobs as well as a device that is designed for only one task.
You can get an ergonomic wireless keyboard and mouse to enhance your productivity and comfort. You can use Wi-Fi to set up a wireless small home office network. This will help you to reduce clutter by getting rid of all the wires behind your desk. A network will also allow you to use your notebook to access the Internet from anywhere in your small office home.
A surge protector will protect your computer from power surges and fluctuations. If you are in an area where there are frequent power outages, you will need a UPS with sufficient backup to ensure that your work does not come to a standstill when there is no power.
5. Use bundled services: Your mobile connection may provide bundled services like caller ID, voicemail, call waiting, and call forwarding, at no extra charge. You can also get an Internet service that includes voice services with all these facilities for free. This costs much less than paying for each of these services separately. VoIP services, which allow users to make voice calls via the Internet, are another economical option.
If you are operating from your home business office, get a dedicated phone for your work. Your customers may form a poor impression about you if you use your home phone for your work.
Setting the stage with a comfortable fully functional office environment is one of the first steps to building a productive and efficient business. Be sure that you buy the best that your budget will afford. After all, you will be spending a ton of time here as you build your empire!
Productivity Starts Before You Walk in Your Office
If you are setting up your own small office or small home office, take time to learn about the latest online software and services that can help you to boost productivity, without having to invest in expensive hardware.
You will need a reliable phone system, e-mail service, fax service, and CRM system for your small office business. You will also have to choose between proprietary software and open source software. Some of the most important online systems for small offices are mentioned here:
1. Virtual small office phone service: A dependable phone system will help you to communicate with customers, partners, and suppliers. There is no need to invest in expensive hardware.
You can join a virtual small business PBX service, which will use your current phone lines or add a local or toll free number. This will serve as the main telephone number of your business and all callers will be greeted by a virtual receptionist.
You can arrange for calls to be routed to any phone number and receive calls on your home phone after office hours, or have them routed to your cell phone when you are on vacation.
2. Small office email service: A reliable e-mail service can help you to communicate with people in the same building or on another continent instantly, and at an affordable cost.
You can access your e-mail service from anywhere by means of a browser, and an off-line mode will allow you to work in areas where there is no Internet service and in airplanes. The service should also support PDAs, so you will be able to access your e-mails while you are on the move.
Microsoft Outlook will allow you to organize your work, search your communications, and share information with others. Microsoft Exchange Server 2007 offers additional protection and reliability, though it is expensive and requires more support. .
3. Online fax service: You can use an online service to send and receive your faxes, without having to pay for a fax machine or dedicated phone line.
There is no need to spend on long distance charges, paper, or toner. You don’t have to worry about keeping a fax phone line or fax machine in working order. You can opt to have your faxes delivered to any fax machine or PDA.
Once you sign up for an online fax service, you will be assigned a dedicated fax phone number. Incoming fax messages will be converted into email attachments and forwarded to your email address. You can also send word documents, PDF files, and pictures to physical fax numbers as regular faxes.
4. Web based CRM system: A CRM (Customer Relationship Management) system can help you to identify the customers who make the biggest contributions to your profitability. You can prioritize your selling efforts and give them better service. This can lead to improved customer loyalty, with higher sales and profitability.
If you have a fast Internet connection, you can opt for a Web based CRM system that has a lower cost of ownership than a traditional desktop based system. You will only have to pay a periodic subscription and can access your customer data from anywhere.
Look for a dependable and affordable CRM system that is easy to use. Most small businesses only use the basic features, so systems that have too many features may not be of much use.
5. Open source small office software: You can avoid buying expensive software licenses by getting free open source office small business software. There are lots of Microsoft Office and Internet Explorer alternatives that you can choose from. Some of them, like Open Office, can be downloaded for free, while others, like Google Docs, are hosted online.
However, open source small business software may not be as powerful as proprietary software and may not be as easy to use. You may need the help of an IT to learn how to use or customize some open source programs. Open source programs may not provide any technical support.
6. Cloud computing: Instead of investing in several powerful small office computers and small business software, you can use Web based cloud computing services and access software that is hosted online.
These services can be accessed from anywhere via the Internet. Your data will be hosted at several locations and if any of those locations stops working, the other locations will be able to provide copies of your data. Your email account is also a type of cloud computing service.
The technology is still in its infancy and there are concerns about privacy of accessibility of personal data. However, there is a lot of interest in the concept and many people consider it to be the technology of the future.
Consider your business needs and budget before you choose an online small office home office system. Look for dependable, affordable small office solutions, with good service backup, which can be expanded to meet the needs of a growing business.
