Syndicate
Special Links
Gulf Coast Office Support will not sell or share your e-mail address
Gulf Coast Office Support's Blog
How Are You Doing?
The first week of 2010 was very productive for me, and the second week is moving along at the same pace (yes, even though it's only Monday -- you should see the check-offs!). Organization and time management are HUGE when trying to stay focused and move toward your goals. For my time management, I use time boxing. Click here to read my previous post on time boxing.
As a virtual assistant, I not only have my own goals and changes I want to implement in 2010, but I had several clients also wanting to make changes in their business. For me, that means re-designing websites, moving information from one CRM to another, more hours of work as I create and proof ezines, and helping my clients move towards their goals.
A key thing to making sure you stay on track is to check in with yourself and see if there are some practices and procedures you've let fall to the side. I know during 2009 I'd go for weeks and not utilize my time boxing. Then...it would hit me. I'm overwhelmed, I'm forgetting things. What happened? Yep, I wasn't utilizing my procedures the way I should have been, so then I'd start time boxing again. And I'd do good for several weeks and then slowly but surely the next thing I knew I was forgetting my procedures yet again.
One thing I've committed myself to do for 2010 is examine myself weekly. What am I doing right? What do I need to do better? What have I forgotten? I encourage you to do the same!! Good luck!!
Reflection - Preparation
There were some goals I didn't meet and others I did. I didn't take as many training classes as I would have liked, but I did continue to delve deeper and deeper into Infusionsoft, a web-based program I've worked in for several years, and dabbled in WordPress, as well as WishList Member. I did meet my goal to write a newsletter twice a month; however, fell short on my blog. The blog is on the list for 2010 - redoing it using WordPress and being more consistent with writing.
Today's blog is about preparing for the new year. As the end of the year draws near, it's natural, I think, for most of us to reflect on 2009. What resolutions did we meet? What did we not meet? And why not? Heck, maybe we don't even remember what our 2009 New Year's resolutions were...
Now is also the time to look at 2010 and set new resolutions, new goals, new levels of achievement. I'll give you some key pointers on achieving those resolutions and not be left sitting there at the end of 2010 saying to yourself, "I don't even remember what my resolutions were."
First, it's important to set reasonable, yet challenging goals. Now is not the time to play it safe. Nor is it the time to set unattainable, unreasonable goals. And be specific. Don't say something like "I want to increase profits while reducing expenses next year." Sure, don't we all? A better way to phrase it would be, "I want to increase profits by 5 percent in the first two quarters and 10 percent by year-end. I want to reduce expenses by 3 percent."
By setting specific numbers, you have a way of tracking and evaluating your progress. If you're not on track, you can make adjustments to achieve those goals...which brings me to the next thing.
Break your goals down into bite-sized action steps. What will you do to increase your profits?
Perhaps if you're local, it would entail joining the chamber of commerce or another networking organization and actively participating!! Just joining and being on their member roster won't do the trick. You must actively participate.
Evaluate your advertising over the last year. How much did you spend? What was your return on investment? If not very good, perhaps it's time to do something different. A favorite quote of mine by Anthony Robbins is "If you do what you've always done, you'll get what you've always gotten."
Increasing your online presence will help build new customers, as well as keep old customers coming back. Maybe it's time to revamp your website, start blogging, article marketing, or using Facebook and/or Twitter. Or maybe it's time to start that ezine you've been putting off.
Write down your goals, resolutions, and promises for the New Year, as well as the steps you will take to ACHIEVE those goals.
But don't just write them down and file them where they'll never be found again. Put them someplace where they can be seen -- both by you and your employees. Remind yourselves of the goals for 2010.
Take time to evaluate your goals and see where you measure up. This could be monthly or quarterly, but don't wait until year end. If you're not meeting goals by year end, you can't make adjustments. If you examine the goals and progress periodically throughout the year, you can make the necessary adjustments to achieve those goals.
As we look forward to 2010, let's make it a GREAT year!! Here's to a prosperous, healthy, happy 2010!! And if you need help implementing any of your goal steps, feel free to call me! I truly enjoy helping my clients achieve their goals!!
Happy Thanksgiving!
This week I'd just like to share some of the things in my life that I'm thankful for. Feel free to share your thoughts with me!
I am thankful for:
- The roof over my head with running water, electricity and other essentials
- Being born and raised in the United States where I have freedom of speech and opportunities unavailable to people in other countries
- Being a Virtual Assistant and having a career that I truly enjoy on a daily basis
- The horses and having a place to keep them at home
- Having the opportunity to share the horse experience with children and adults
- My fantastic family, friends and clients
- The time I had with my grandmother learning how she made her homemade noodles -- a family tradition at Thanksgiving and Christmas
- My mom being a phone call away -- just so I can make sure I've made enough noodles
- My two fabulous kids with whom I have an absolutely amazing relationship
- Mine and my family's health (and no flu symptoms so far this year)
I hope you have a Happy Thanksgiving!
How To Hire A Virtual Assistant
So you've decided to hire a VA and delegate? Now what? How do you go about it? How do you know if you're getting someone reliable? With literally thousands and thousands to choose from, how do you know you're not hiring some fly-by-night company? Just where do you start?
Well, here are some steps you can take to help you find just the right person.
First, make a list of the tasks you want to delegate to a Virtual Assistant. There are Virtual Assistants who specialize in certain areas -- such as Search Engine Optimization, Social Media Marketing and Shopping Carts -- or certain programs -- such as Infusionsoft, 1 Shopping Cart and Top Producer. I specialize in Infusionsoft.
Make a list of the qualities you want from a Virtual Assistant. Do you need someone who works late and/or weekends? Do you need someone with good phone skills? Do you need someone proficient in a certain software? Of course you want someone who is honest and has a good work ethic.
Next, ask for referrals. Check with your colleagues and other business associates to see if they have any experience with Virtual Assistants and who they would recommend. If you can't find one that way, then there are several Virtual Assistant trade organizations, such as International Virtual Assistants Association. You can also submit a Request for Proposal on the VA trade organization's website.
Once you've got a list of VAs, start by looking at their website. Since a Virtual Assistant works virtually, having a website is a key part of the business. Does it look professional? Is it grammatically correct and free of typos? Does it contain testimonials? If not, don't mark that one off the list immediately. That person may just not have testimonials on their site -- either because they've never asked for them or their clients wish to not have their information on the website.
Set up a consultation. Fill out the contact form, send an e-mail or make a phone call. Don't be discouraged if the VA can't talk when you call but rather wants to schedule a time to talk. She (I'll use the female gender since most VAs are female) may be in the middle of a project and has a deadline to meet. Did the VA respond promptly to your contact form or e-mail request? Was the VA on time for the scheduled call?
When it's time to talk on the phone, ask questions. "Why did you decide to become a VA?" "What types of clients do you work for?" Some VAs specialize in specific areas, like supporting coaches or public speakers. Personally, my clients are all across the board, and I enjoy that. It gives me a lot of variety and I learn about different industries.
More questions to ask: "What hours do you work?" "How do you organize your work when working for multiple clients?" "What do you enjoy doing?" "What do you dislike doing?" "How do you keep track of your time?" "How does your billing work?" "What types of payments do you accept?" If you know you're going to be paying by credit card, and this VA doesn't accept credit cards, you can take her off the list.
For a newer VA ask: "What has been your past work experience?" You want a VA who is experienced as an upper level support, such as administrative assistant or legal secretary and not someone who was a receptionist or filing clerk. Do NOT ask for a resume, though! Remember a Virtual Assistant is fellow business owner and asking for a resume brings connotations of an employer/employee relationship. She should, however, be able to provide past work experience. If the VA has been in business for several years (10+ years myself), then she should be able to provide the types of businesses she's worked for and types of projects she's done.
Ask for references. If there were no testimonials on the website or you'd like to speak with those happy clients personally, ask the VA for that information. Don't be afraid to do the research.
Pricing can be a touchy matter. While you want to get a reasonable price, you don't want to pay too much and if you pay too little, you usually get what you pay for. Another problem with the lower priced VA is she will end up so busy she can't do your work effectively anymore -- to make ends meet she will have to work for more clients and more hours and become overworked and underpaid. I've seen VA prices in the United States as low as $15 an hour and upwards of $85 an hour. Usually the more specialized the skill and more experienced the VA, the higher the price.
And most importantly, you must feel comfortable with the VA. Did she ask questions of your business? If there was a personality clash during the consultation, chances are it won't work when you're trying to work together.
Did the VA follow up after the initial phone consultation? I make it a point to look at the prospect's website (if they have one) and follow up with an e-mail, letting them know what I liked about their site or if they had any typos. I also attach my Policies and Procedures -- every VA should have one.
And finally, go with your gut. And if the first one you hire doesn't work out, don't give up!! Just because you may have had a bad experience with the first VA doesn't mean the next one will be bad. You could be pleasantly surprised...and be making more money in the process!
Well, here are some steps you can take to help you find just the right person.
First, make a list of the tasks you want to delegate to a Virtual Assistant. There are Virtual Assistants who specialize in certain areas -- such as Search Engine Optimization, Social Media Marketing and Shopping Carts -- or certain programs -- such as Infusionsoft, 1 Shopping Cart and Top Producer. I specialize in Infusionsoft.
Make a list of the qualities you want from a Virtual Assistant. Do you need someone who works late and/or weekends? Do you need someone with good phone skills? Do you need someone proficient in a certain software? Of course you want someone who is honest and has a good work ethic.
Next, ask for referrals. Check with your colleagues and other business associates to see if they have any experience with Virtual Assistants and who they would recommend. If you can't find one that way, then there are several Virtual Assistant trade organizations, such as International Virtual Assistants Association. You can also submit a Request for Proposal on the VA trade organization's website.
Once you've got a list of VAs, start by looking at their website. Since a Virtual Assistant works virtually, having a website is a key part of the business. Does it look professional? Is it grammatically correct and free of typos? Does it contain testimonials? If not, don't mark that one off the list immediately. That person may just not have testimonials on their site -- either because they've never asked for them or their clients wish to not have their information on the website.
Set up a consultation. Fill out the contact form, send an e-mail or make a phone call. Don't be discouraged if the VA can't talk when you call but rather wants to schedule a time to talk. She (I'll use the female gender since most VAs are female) may be in the middle of a project and has a deadline to meet. Did the VA respond promptly to your contact form or e-mail request? Was the VA on time for the scheduled call?
When it's time to talk on the phone, ask questions. "Why did you decide to become a VA?" "What types of clients do you work for?" Some VAs specialize in specific areas, like supporting coaches or public speakers. Personally, my clients are all across the board, and I enjoy that. It gives me a lot of variety and I learn about different industries.
More questions to ask: "What hours do you work?" "How do you organize your work when working for multiple clients?" "What do you enjoy doing?" "What do you dislike doing?" "How do you keep track of your time?" "How does your billing work?" "What types of payments do you accept?" If you know you're going to be paying by credit card, and this VA doesn't accept credit cards, you can take her off the list.
For a newer VA ask: "What has been your past work experience?" You want a VA who is experienced as an upper level support, such as administrative assistant or legal secretary and not someone who was a receptionist or filing clerk. Do NOT ask for a resume, though! Remember a Virtual Assistant is fellow business owner and asking for a resume brings connotations of an employer/employee relationship. She should, however, be able to provide past work experience. If the VA has been in business for several years (10+ years myself), then she should be able to provide the types of businesses she's worked for and types of projects she's done.
Ask for references. If there were no testimonials on the website or you'd like to speak with those happy clients personally, ask the VA for that information. Don't be afraid to do the research.
Pricing can be a touchy matter. While you want to get a reasonable price, you don't want to pay too much and if you pay too little, you usually get what you pay for. Another problem with the lower priced VA is she will end up so busy she can't do your work effectively anymore -- to make ends meet she will have to work for more clients and more hours and become overworked and underpaid. I've seen VA prices in the United States as low as $15 an hour and upwards of $85 an hour. Usually the more specialized the skill and more experienced the VA, the higher the price.
And most importantly, you must feel comfortable with the VA. Did she ask questions of your business? If there was a personality clash during the consultation, chances are it won't work when you're trying to work together.
Did the VA follow up after the initial phone consultation? I make it a point to look at the prospect's website (if they have one) and follow up with an e-mail, letting them know what I liked about their site or if they had any typos. I also attach my Policies and Procedures -- every VA should have one.
And finally, go with your gut. And if the first one you hire doesn't work out, don't give up!! Just because you may have had a bad experience with the first VA doesn't mean the next one will be bad. You could be pleasantly surprised...and be making more money in the process!
Using Checklists
The client did have a shopping cart in 1 Shopping Cart and had an organized spreadsheet of his products, both made organizing and building in the new system easier. Before starting this project I didn't have a checklist of steps, but since I anticipate having other similar projects, I made notes and created questionnaires and checklists that I can use the next time.
I also use checklists for multi-step tasks that I do on a regular basis for all my clients -- and myself. In fact, I even have a checklist I use when I write my e-newsletter. After it goes out, I have to archive it, post a link on Twitter, Facebook and Linked In, and post to my blog. In addition, there is the article marketing that comes with each article I write and a checklist to make sure it's posted on every article marketing site.
Checklists can be created in Word or Excel, and sometimes can have more than one per page. For instance, I have several checklists that I have four per page. I print these off and keep them in my client's file. Then when I do that particular task, I date the checklist and either check off or even put the date the task is completed.
I encourage you to make your own checklists -- even for those tasks you do on a regular basis. These lists serve as a safety net for routine tasks and an organizational tool for larger projects. It's too easy sometimes to forget a step without the list.
So the next time you do a multi-step task, write down the steps you take to complete that task and create your own checklists.
And if you're finding it harder and harder to do everything on your list, what can you delegate to a virtual assistant?
*Infusionsoft is a web-based program that handles contact management, e-mail marketing, and e-commerce, to name a few.
Shoot for the Stars
What we've been talking about is starting a therapeutic riding center for children and adults, but more. The horseback riding would be made available to all groups -- not just the handicapped -- allowing them to experience not only horses but nature.
For the last two years Dudley's been working on the land, getting trees cleared, riding trails ready, etc. And I've been putting off doing the paperwork to form the non-profit corporation.
Why? I had lots of reasons: no money, no time, unsure where to begin. The list went on and on. But this week I realized the main, numero uno reason I've been putting it off is I was afraid to fail! Dudley's vision for our endeavor is way bigger than mine. Why the difference? I think conservative -- my afraid to fail mindset -- and he thinks big -- and unafraid to fail.
I've realized, though, that if I don't dream big, my chances of that dream happening are slim to none. If we dream big, write out our plan, and take steps to achieve those dreams and goals, the chances we will succeed become far greater. While in Wayne's World they dreamed big -- build it and they will come -- they didn't have a plan to implement. Yes, it worked perfectly for the movies. But in real life, you need a plan to build towards your dream.
And if we fail and don't reach that goal, it's okay!! We just keep trying or we look at our plan and our goals and make adjustments -- without sacrificing the overall dream.
Do you have something in your personal life or business life that you're putting off doing because you're afraid to fail? I encourage you to shoot for the stars!! Start writing down your goals and dreams and a plan to reach them.
If you've never done a business plan, take the time to do one now. It doesn't have to be a 10-plus page plan of every last minute detail, but put your goals and the steps you're going to take to achieve those goals in writing. There are many resources out there to help guide you in the process of business plan writing. I'd be glad to share with you what I've found in my research.
If you have a business plan, review it. Make sure the goals set out in that plan are the same ones you have now. Make your adjustments as necessary.
And as I embark on our new endeavor, I have to continue to remind myself to dream big and not be afraid to fail.
"It is better to shoot for the stars and miss than aim for the gutter and hit it." Anonymous
Conflict Resolution
Following are some tips to help you resolve conflicts:
- Talk either by phone or in person. Text messaging and e-mailing have become important parts of communication, but these tools should be avoided when trying to resolve a conflict. Written words can be taken in a different context than voice communication.
- Stay open and gather information. Be aware of your own feelings and resist the urge to defend yourself or shut down. Also be aware of the other person's feelings. Listen to their side objectively -- like you are a mediator.
- Agree on the problem. Identify and communicate the cause of the conflict and stick to the current issues during discussion. Oftentimes what one person sees as the issue at hand is completely different from the other person.
- Be an active listener. Repeat exact words, paraphrase and summarize.
- Take responsibility for your feelings. Try saying "I feel upset when ..." instead of "You make me so mad when ...".
- If tempers start to rise, call a time out and come back to it when everyone has calmed down. If necessary, ask a third party to act as mediator.
- Brainstorm and negotiate a resolution. Is there any common ground where you can agree?
- Here's a tough one for some of us -- admit when you're wrong!!
It's Your Fault, No It's YOURS!
Personal experience a few weeks ago gave me the idea for this article. Living with a teenage girl, there's conflict between her and her friends what seems like on a weekly basis. The other day she came home no longer friends with two girls and she was "sick of the arguing". But the next day, the three were speaking again and all was well.
But as adults, when we encounter a confrontational situation, we don't seem to be able to "let it go" as easily as that. And especially if it happens in the workplace, there's just more at stake: our job, our raises, and our promotions -- just to name a few.
Conflict is normal and is going to happen. It's been estimated that managers spend at least 25 percent of their time resolving workplace conflicts.
According to the University of Colorado at Boulder, Resolving Workplace Conflict, there are many causes or reasons for conflict in any work setting. Some common causes listed by UCB are:
But as adults, when we encounter a confrontational situation, we don't seem to be able to "let it go" as easily as that. And especially if it happens in the workplace, there's just more at stake: our job, our raises, and our promotions -- just to name a few.
Conflict is normal and is going to happen. It's been estimated that managers spend at least 25 percent of their time resolving workplace conflicts.
According to the University of Colorado at Boulder, Resolving Workplace Conflict, there are many causes or reasons for conflict in any work setting. Some common causes listed by UCB are:
- Poor communication. If you remember from the last e-zine (Listening Awareness), there are different types of listeners...this translates into communication and how people interact with each other.
- Different values. Conflict occurs when there's a lack of acceptance and understanding of these differences.
- Differing Interests. Conflict occurs when individual workers "fight" for their personal goals, ignoring organization goals and organization well-being.
- Scarce Resources. Employees feel they have to compete for available resources to do their job.
- Personality Clashes. The world is full of different personalities and would be a pretty boring place if we all had the same personality! Accepting other's approach to work and problem-solving will lessen conflict.
- Poor Performance. When someone is performing their job poorly, if not addressed, it can cause conflict with other employees.
- Collaborative - Working together to find a common solution
- Compromising - Each person gives a little
- Accommodating - Giving up your desire and doing as the other person wants
- Avoiding - Trying to evade the conflict completely
- Competing - No holds bar to win your point of view
Meet A Horse Day!
A couple weeks ago I helped the local Saddle Club organize an event we called "Meet A Horse Day". This was an opportunity for children ages 6 and up and adults to get a hands-on experience with horses.
We had a final count of 28 participants -- 3 over our limit, but there was no way we could say no!! Everyone had a blast. Participants learned about safety around horses and then got their hands dirty grooming and saddling. After saddling the horses, the participants took turns riding their assigned horse around obstacle courses.
It was a great opportunity for me to share my horses (two of my horses were volunteers) and give children and adults a chance to experience horses. Some of these folks had never been around horses, some had been around them but it had been years, and some would like horses of their own some day.
From the time the Saddle Club decided to have this event and the actual day was a short period of time. To stay organized, I created a folder and checklists. As I thought of things that needed to be done, I added it to the list.
Since the event, I have made notes about things we'll do different next time and things we need to do. It'll make having the second one much, much easier!!
So if you have an event you need to plan, take notes, write everything down. Then organize it and save it for next time. You never know when you'll need the list again and there's no sense in re-inventing the wheel!
We had a final count of 28 participants -- 3 over our limit, but there was no way we could say no!! Everyone had a blast. Participants learned about safety around horses and then got their hands dirty grooming and saddling. After saddling the horses, the participants took turns riding their assigned horse around obstacle courses.
It was a great opportunity for me to share my horses (two of my horses were volunteers) and give children and adults a chance to experience horses. Some of these folks had never been around horses, some had been around them but it had been years, and some would like horses of their own some day.
From the time the Saddle Club decided to have this event and the actual day was a short period of time. To stay organized, I created a folder and checklists. As I thought of things that needed to be done, I added it to the list.
Since the event, I have made notes about things we'll do different next time and things we need to do. It'll make having the second one much, much easier!!
So if you have an event you need to plan, take notes, write everything down. Then organize it and save it for next time. You never know when you'll need the list again and there's no sense in re-inventing the wheel!
Positive Thinking - Law of Attraction
I just got back from a week in Florida. Had a nice time visiting family, going to the beach and doing some work around the two houses I own that are currently for sale. While there I also took some time to read the book Dining at the Cosmic Café.
My friend, Kimberly, recommended it and has been sharing tips from the book for the past several weeks. I'm glad I had the opportunity to read it.
It is about positive thoughts, positive energy, positive feelings and the Law of Attraction. We also need to know that we deserve the good things in life, and we should ask for it.
Through my life I've always tried to be optimistic and look at the glass as half full rather than half empty. Sometimes, though, the negative thoughts start to creep into my mind and sometimes get more overwhelming than the positive ones. This is when I've always taken a step back and tried to focus on the positive.
After reading the book, I am going to focus more on the positives and I will be placing my order with the Cosmic Café for what I desire. Yes, I do deserve it.
The Law of Attraction goes both ways. So if you feel like you're always getting the short end of the stick, what are you focusing on? What are your thoughts? Are you inadvertently attracting the negative outcomes? If so, try re-focusing your thoughts to positives.
My concentration of energy and feelings is on my houses. They have been for sale since the down turn of the real estate market. Now, however, I have a good, positive feeling about them being sold. I've trimmed bushes for the last time because they are going to sell!! I can feel it and I can feel the joy and relief after they are sold!
Stay tuned!!
My friend, Kimberly, recommended it and has been sharing tips from the book for the past several weeks. I'm glad I had the opportunity to read it.
It is about positive thoughts, positive energy, positive feelings and the Law of Attraction. We also need to know that we deserve the good things in life, and we should ask for it.
Through my life I've always tried to be optimistic and look at the glass as half full rather than half empty. Sometimes, though, the negative thoughts start to creep into my mind and sometimes get more overwhelming than the positive ones. This is when I've always taken a step back and tried to focus on the positive.
After reading the book, I am going to focus more on the positives and I will be placing my order with the Cosmic Café for what I desire. Yes, I do deserve it.
The Law of Attraction goes both ways. So if you feel like you're always getting the short end of the stick, what are you focusing on? What are your thoughts? Are you inadvertently attracting the negative outcomes? If so, try re-focusing your thoughts to positives.
My concentration of energy and feelings is on my houses. They have been for sale since the down turn of the real estate market. Now, however, I have a good, positive feeling about them being sold. I've trimmed bushes for the last time because they are going to sell!! I can feel it and I can feel the joy and relief after they are sold!
Stay tuned!!
