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Is Your Small Business Ready For A Virtual Assistant? Emily Cooper As a small business owner it can be a struggle to keep on top of essential tasks. Simple but time-consuming jobs would be better handled by an employee, but it can be costly employing new staff. A great way to help your budget stretch further, and still be able to free up valuable time, is by engaging a Virtual Assistant (VA) to help with the workload. Run-of-the-mill tasks, like handling Social Media, contacting customers or clients, and managing emails, can all be outsourced to a VA. Here’s what you need to know.
engage multiple Virtual Assistants and take advantage of highly specialised skill and experience for different areas within your business. Typical Projects to Outsource Any business owner will tell you that a lot of their time is taken up with paperwork. Answering queries, chasing suppliers and invoices, and keeping clear accounts can eat up time in any company. Because of this, small businesses in particular can benefit from passing on these back-end tasks in order to focus on their core activities.
Advantages of Hiring a Virtual Assistant There are many advantages to hiring a Virtual Assistant to work with your company. As a VA is a contractor, there is no need to cover the legal and administrative demands that a staff member requires. Employment tax, holiday pay and other benefits are not necessary when outsourcing to a contractor.
Work that can be easily outsourced to a VA includes:
This is also means that you are then able to
bookkeeping data research managing emails to and from customers and clients completing database entries such as stock data, customer details and timetables conducting travel research for business
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owners (including booking hotels and flights) and completing itineraries scheduling appointments and meetings handling invoices and expenses managing Social Media and content creation
When to Outsource to a Virtual Assistant If you are not sure whether you are ready to outsource, then examine your business. If you answer yes to one or more of these questions, then you are ready to benefit from using a Virtual Assistant:
Is the work routine but time-consuming? Is the work more than the business owner can manage? Is the task temporary? Would it cost more to complete it inhouse? Does the work drain in-house resources or take employees away from more important jobs? Is the skill required very specialised and the task unable to be performed inhouse?
How to Outsource to a Virtual Assistant Now that you are ready to outsource to a Virtual Assistant, how do you go about doing it? Start by preparing what work you need assistance with, so you know the criteria for the perfect VA. There are several ways to find the right Virtual Assistant for your business. Online freelance hubs can be a good place to begin, but there can be extra or hidden charges involved. If you are after a good quality and high performing VA, it is best to go direct to the source. Get referrals, ask for recommendations or conduct your own search online. Once you have a shortlist, check the VA’s references and conduct interviews. Make sure that you choose an assistant who you can trust and are likely to work well with. Are you ready to outsource to a Virtual Assistant? Get in touch today!
About the Author Emily Cooper, owner and Virtual Assistant at The Admin Assistant, was born with a passion for administration and organisation. With vast experience working in various highpressure office environments, Emily created The Admin Assistant to provide remote administrative solutions to individuals and businesses across the globe. Emily’s knowledge, skills and strong work ethic, combined with current and emerging technologies, help her clients to work smarter, not harder. http://www.theadminassistant.com.au/
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“Incredible change happens in your life when you decide to take control of what you do have power over instead of craving control over what you don't.� (Steve Maraboli) Who is in charge of your life? Is it you, or is it someone else? Take a piece of paper, a pencil, and spend some time drawing a sketch of your life in silence, without any external distractions. What are your circumstances? What is happening in your life? Who is part of your life? How do you spend your days? How do you spend your time? Are you living up to your true potential? Or do you let yourself become influenced by other people, their opinions, and e.g. news and media? "My mission in life is not merely to survive, but to thrive; and to do so with some passion, some compassion, some humor, and some style". (Maya Angelou) Just think about it. We are constantly being influenced by people, news, and media. In these days of increased digitalism, many of us are constantly online, networking on social media. Do you control your online presence, or are you being swept away by external disruptions? Are you on the right track in life, or controlled by external circumstances?
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So many questions! And who has the answers? Only YOU have the correct answers for your life. No one else. Not your family, your friends, your coworkers, your boss, the government, the news and media. No, no, no, do not let everyone else dictate what is right for you, what choices you should be making regarding your present life, or your future. You are the one who is in charge of your life destiny. You are not here just to please others. You are here to fulfil your life´s purpose, and to bring peace into the world. To travel the best possible road of your life, to develop yourself and your surrounding by being a wonderful example to other people. Keep this in mind, every single day of your life. Do not let people and news/media surrounding you let you down. Instead, focus on positive energies, in yourself and in others. "Walk with the dreamers, the believers, the courageous, the cheerful, the planners, the doers, the successful people with their heads in the clouds and their feet on the ground. Let their spirit ignite a fire within you to leave this world better than when you found it". (W. Peterson)
About the Author Anne-Maria Yritys is an international business management professional with an MBA from Haaga-Helia UAS, Finland. She speaks several languages fluently, and her vast international experiences together with her passion for humanity and ethical leadership make her a World Citizen. She believes that empowerment, continuous learning, and understanding lead to sustainable development both in individuals and organizations. She currently resides in Tampere, Finland. Her mission is to help transform lives and organizations. http://annemariayritys.wordpress.com
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5 Distasteful Marketing Ploys to Avoid by Ann Handley My friend Eileen had a grey striped cat named Nimbus whose greatest joy was to hunt in the backyard woods and drop his offerings at her back door. Eileen never knew what she'd find when she opened the door--a chipmunk, vole, mole or bird. Nimbus was easily forgiven--he was a cat, operating solely on instinct. Far more accountable are those who manage their business the way Nimbus operated his--by plopping the unwanted and often distasteful straight into our unsuspecting laps under the guise of "marketing." Here are my top picks for business marketing efforts that are as distasteful as dead critters on the doorstep. Keep in mind that I'm not talking about illegal practices such as e-mail spam. Rather, these are strategies that fall under grey areas of marketing etiquette.
Subscribing a new contact to your company e-mail list: A handshake is not an opt-in. Have you ever met someone at a networking event and exchanged business cards, only to find that you've been subscribed to their business newsletter? Or do you regularly do the same on behalf of your own company? It's common practice in many circles--but it shouldn't be. Proper etiquette: Follow up with a new contact via a personal e-mail that contains information about your services or products (if appropriate) or an invitation to join your e-mail list, along with a specific reason why your new friend would find it useful. Something like this: After our conversation about organic farming, I thought you might enjoy our weekly newsletter about raising backyard chickens. I can add you to the
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list, or you can subscribe here.
your social presences.
In other words, let new contacts opt in to receive your newsletter. Don't automatically assume they'd love to be subscribed--even if your new friend is the most passionate chicken whisperer you've ever met.
And for the love of Pete, please disable robo direct messages on Twitter--those automated messages some folks set to greet any new follower on that platform. They reek of insincerity. What's more, they run counter to the spirit of social media and the opportunity for one-to-one interaction it affords.
Automated social media updates: Robo messages are not a proxy for interaction. I can't say it never makes sense to automate updates to your company Twitter, Facebook, LinkedIn or Google+ page, because it can be efficient in some cases. For example, automation tools can help you share new blog posts in a few places at once, and many platforms offer a handy central dashboard for monitoring a brand's social presence. That's good stuff. The problem comes when companies abuse automation by taking a "set it and forget it" mindset. For example, when companies don't respond to customer inquiries (or even just a simple shout-out) on Twitter or Facebook, or when their automated tweets continue to cluelessly post during a crisis. Proper etiquette: Use automation to enhance your social efforts, not supplant it. Have a real human being at your social media helm, someone with actual blood pumping through actual veins who can participate in real conversations with customers, as well as monitor and tweak
Social spam: Give more than you take. The opportunities presented by social media to connect directly with the people you want to reach are immense. Don't squander that by ignoring context or by overstepping boundaries. Don't be known as the social spammer--the one who simply shills his or her business or products. At best, you'll appear to be clueless; at worst, it's a social pitch-slap. Proper etiquette: If you join a Linked-In group to connect with others in your industry, contribute to the group with discussion and input. If you connect with a potential business contact on Facebook, restrain from posting your affiliate links on their wall. General guidelines: Be useful. Be helpful. Be known as a source of solid information.
Oversharing: Think personable, not personal. Social platforms do present an opportunity to reveal more of the people and personalities behind a company. But there is a fine line between sharing a little of
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yourself and sharing too much of yourself. Proper etiquette: Think of personalizing your brand, , not getting personal. Be sure you aren't sharing details that are too intimate or too specific to you to have relevance for the larger community you are trying to build.
Irresponsible content: Publishing is a privilege, not a right. Many companies have assumed the "we're all publishers now" mantra--without a clear understanding of the ground rules. No matter what kind of content you might be creating as part of your marketing efforts, you can learn much from journalists. Proper etiquette: Thinking like a publisher is not enough; you need to act like one. In fact, those creating content on behalf of brands should adhere more strictly to standards than mainstream journalists do, because readers are naturally skeptical of material produced by a brand. What does that mean? It means posting trustworthy content. It means citing original sources in anything you produce (not the blog post that references a research summary). It means sharing news that's actually news outside of your boardroom. It means not deleting or ignoring any negative feedback your brand receives. And it means publishing what's actually useful to your customers, instead of what's useful only to you.
This article by Ann Handley first appeared on Entrepreneur.com About the Author: Ann Handley is a veteran of creating and managing digital content to build relationships for organizations and individuals. Ann is the author of the Wall Street Journal bestseller Everybody Writes: Your Go-To Guide to Creating Ridiculously Good Content (September 2014, Wiley) and co-author of the best-selling book on content marketing, Content Rules: How to Create Killer Blogs, Podcasts, Videos, Ebooks, Webinars (and More) That Engage Customers and Ignite Your Business (2011, Wiley). She is the Chief Content Officer of MarketingProfs; a columnist for Entrepreneur magazine; a LinkedIn Influencer; a keynote speaker, mom, and writer. A pioneer in digital marketing, Ann is the co -founder of ClickZ.com, which was one of the first sources of interactive marketing news and commentary. She started her career as a business journalist and editor. Ann is based in Boston, Massachusetts.
Treat publishing as a privilege--not a right. And treat marketing, more broadly, as an opportunity to help--not to hinder.
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5 Key Aspects of Communicating Body Language in Business by Karima Mariama-Arthur Body language is a critical component of how we communicate and interpret communication by others. However, much of what we do is unconscious. And, according to an article published by Forbes, our unconscious mind and “gut” are better at reading body language than our conscious mind. Go figure! In business, the way we communicate can enhance or impair our interactions, long-term relationships, and economic opportunities. Therefore, exploring key aspects of body language can only enhance our overall understanding of communication and when mastered, give us a competitive edge. Consider these key aspects of body language in business communication: 1. Eye contact Are eyes really the “window to the soul?” Perhaps. Think about your gut reaction to
someone who doesn’t look you in the eyes while speaking. What do you assume? Eye contact is an unambiguous gauge for expressing attentiveness, confidence, and sincerity. Pay more attention to yours. Remember, your goal is to be congruent. Therefore, use your eyes to confirm and align your message. 2. Voice Voice is an important aspect of body language (non-verbal, but vocal communication) that most people overlook. What’s the difference between “I’ll discuss that with you later” and “I’ll discuss that with you later?” Meaning. It’s your responsibility to give people the right one. So, instead of arbitrarily blurting out words, consider their meaning first. Then use your voice (inflection, rate, and pitch) to accurately craft your message.
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3. Facial expressions
5. Gestures
Does your face betray you? Let’ hope not. Too often, however, people forget that facial expressions are critical to competent communication. Do you scowl when you shouldn’t? Are you aware of how to express genuine engagement? Hold your face accountable. Remember, no matter what you say, you’ll lose credibility if your face tells another story. And believe me, that’s the last thing you need in business.
Gestures are an extension of communication whose purpose is to enhance verbal communication. They add impact by showing, not just telling, which adds a layer of engagement for the listener. How can you use gestures to enhance you business communication? Don’t merely rely on words. Raise the stakes. Let your body inspire a visceral reaction in the listener. It’s where the magic unfolds.
4. Posture.
Don’t go it alone. Elevate your business communication skills by including your body in every interaction. You’ll be surprised at how effective a communicator you can become!
Slouch much? Your posture says a lot about who you are and whether you should be taken seriously. Do you mean business? If so, stand tall (shoulders back and spine erect) to communicate confidence and professionalism. Remember that even while sitting, posture is very important. Don’t get sloppy.
To your success! This article first appeared on www.sheownsit.com
About the Author Karima Mariama-Arthur is a corporate attorney and the Founder and CEO of WordSmithRapport, an international consulting firm specializing in professional development. For helpful tips on increasing confidence and solving performance challenges, connect with her on Facebook, and for a quick dose of #Leadership inspiration, follow her on Twitter, @wsrapport. Facebook: https://www.facebook.com/wordsmithrapport
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6 Ways to Stay Focused on Your Projects When You Feel Like Giving Up By Valerie Eaton One of the biggest lessons I’ve learnt since setting up my own business is that ultimately it’s all down to me. As a business owner, you may have a network of people who can help you along the way but ultimately it’s your decision and responsibility how you run your business and whether you take on a project and complete it. Now this can be a blessing as well as a curse. It’s great that you’re in control of your own work rather than at the mercy of some ‘pain in the ass’ boss. However, it can also be a burden because you carry the final responsibility of both success and failure for anything you do. For example, I’m currently working on a new part of my business that is exciting but scary and I’m continually facing doubts, challenges and questions. Have there been times when I’ve felt like giving up? Absolutely! I’m sure you’ve been through the same thing too, especially if you’ve worked on a project that has pushed you outside your comfort zone. It’s easy to start off all motivated and excited but that momentum can soon start to fade once those doubting gremlins begin to appear. (See my previous blog “10 Ways to finish what you start“)
So how can you stay focused when the doubts and challenges take over? Well here’s a method that I use to help make me feel “unstoppable”. I go into what I call “icebreaker” mode. I see myself as an icebreaker ship ploughing my way through icebergs and obstacles as I work my way to my destination. Nothing can stop me, nothing can sink me – I’m going to get there hell or high water! And you can use a similar method to keep you going when things get tough – just tap into your version of “unstoppable” – whether that’s a bulldozer or a caped crusader! And as well as seeing yourself as unstoppable, I’ve found that there are 6 key actions that you need to take when starting on a project if you want it to succeed, and I’ve outlined these actions below. 6 Ways to stay focused on your projects when you feel like giving up. Set your mission. Don’t start a project unless you have a clear idea of why you’re doing it. Ask yourself 3 questions: Why are you doing it? Who are you doing it for? How are
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you going to complete it? Then set this as your mission statement. This helps you to “own” the project (see below) and gives you a framework to get started. Take ownership. Is this a project that you really want to do? Very often we take on projects to please someone else or because we think it’s what we should be doing as part of our business. This is a quick way to lose momentum because you’re just doing it to please or impress other people. So if you’re one of those people who rarely finishes what you start then be honest with yourself about whether it’s really your project or someone else’s. Know where you’re going. Have a clear vision or idea of what the outcome of the project is going to look like once you’ve completed it. Having a clear and specific aim helps to keep you focused as you work through the project, and can be especially valuable when you hit any doubts or challenges. Commit to it. Commit to your project and don’t get side-tracked by other ideas or requests. Every day spend time doing something that takes you towards your end goal, even if it’s only for 10 minutes.
Trust in the process. One of the biggest challenges I’ve had is the belief that I have to be 100% clear about a project before I can start on it. Sometimes you just have a burning desire to do something but don’t have all the steps to get there. Then trust that you will be given the knowledge, tools and resources that you need to help move you along the path to where you want to go. Step back. Completing projects isn’t just about putting in the hours, it’s also about effective planning, creative thinking and taking stock of where you are as you go along. It can be a good idea to bring in someone else to get a fresh perspective, help you to stay motivated and keep you pointed in the right direction. So these are 6 strategies that you can use when you’re planning the next project for your business. And if you want more tips to help keep you motivated, overcome procrastination and organise your workload to get more done, then sign up to receive our free guide “How to organise your workload so there’s more time for you”.
Valerie is the founder and owner of Smart VA which provides virtual PA and online marketing support to busy entrepreneurs who want to become more organised and effective in their day to day activities. As well as handling the back office administration for clients, Valerie specialises in providing online marketing services to entrepreneurs who are looking to raise their online profile and generate more leads for their business. These services include setting up and managing email marketing campaigns, maintaining and updating WordPress websites and formatting and publishing Ebooks. n article on the techniques and strategies that she has used to successfully market her business both online and offline. http://www.smartva.co.uk/
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5 Ways Note Taking Will Improve Productivity by Phil Rickwood Take notes as you think of ideas Unless I take notes when I think of an idea I’ll probably forget all about it. By taking just a short note I can always refer back to it later and work on the idea if it has any merit.
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Have a notepad on your desk if you work in an office or are a home based worker. That way whenever you think of an idea you can just jot it down and won’t forget. I usually just have a small notepad with the date scribbled on top under that I write any new idea or concept that comes to me. Use a mind mapping software like Freemind this is public domain free software that you can transfer ideas to easily and always come back to later. I find mind maps great for linking related ideas together. Once you have achieved the task or completed it simply delete it from your list on Freemind.
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Use the bookmarking service on your browser. Whenever you see a page or site that could be useful in future bookmark it for future reference. I find it best to place it in an appropriate folder such as ‘Social Media’. Immediately saving it to a folder it will be much easier to manage your bookmarks long term. It can become difficult to locate specific sites otherwise.
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When your out for a walk or not at the office carry a small notepad and pen with you. That way whenever an idea creeps into your mind you can make a quick note of it and then add it to Freemind or a more comprehensive list
later.
Most mobile phones these days have provision to save notes or ideas. If you don’t like the idea of carrying a note pad with you then place it on your phone. Later copy the idea to another list.
About the Author Phil Rickwood - Consultant and Online Marketing Professional Phil lives in Devonport, Tasmania, Australia a cool climate compared to the rest of Australia but overall its a pleasant and scenic place to live. He is a consultant and professional online marketer. http://www.philrickwood.com
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The Pareto Principle: The 80/20 Rule Applied to Business Success By Sandra Hinshelwood The Pareto Principle or the “80/20 Rule� conveys that the 20 percent of something is deemed always responsible for 80 percent of the outcome. Interestingly, the Pareto Principle can be applied in a lot of fields, subjects or circumstances. For project managers, they are aware that 20 percent of the tasks takes up 80 percent of their resources, including time. For sales managers, 20 percent of their stocks consume 80 percent of the storage space. And so on and so forth.
Pareto Principle and your Business Strategy But as a business-minded and successdriven individual, how can this Pareto
Principle apply to you? The essence of the 80/20 principle is that it urges you to concentrate on the 20 percent that matters. Of all the tasks that you perform in one day, it is actually only 20 percent that really counts. And this 20 percent you concentrate on yields the 80 percent of the results. Hence, you will need to discover these things you need to focus and concentrate on. When your schedule gets mixed up, or there are roadblocks along the way, make sure that the 20 percent is still covered. Some of you might be thinking that this 80/20 rule debunks the “Give your 100%
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always” rule. It is actually a different case but if this should teach you something, it is that you should know how to set your standards properly.
trying to reach the impossible and striving for perfection you give yourself a hard time. Actually, what is perfection… does it exist?
If you expect too much and raise the bar high, then it is you yourself who have the hard time. Instead of aiming for perfection or for the impossible, aim for the practical and the doable. Your time can be more productive if you spend it wisely on a focal point that you know will yield better results. Go for the 80 percent of the results coming from 20 percent of action taken, as compared to just 20 percent results from 80 percent actions and effort undertaken.
In striving for perfection, you lose time, energy, and effort, and probably at some point confidence and belief in oneself when you don’t achieve the high standards you have set. The key here is, as conveyed by the 80/20 rule, sometimes good is good enough. Know your limits, and know where to set your focus, so that in the least amount of efforts, you would produce great, astounding results.
I know most of you are driven, businessminded individuals, who were taught in school to “aim high” and “shoot for the stars” always. Whilst this perseverance is commendable, it is not always practical. In
The Pareto Principle must be a constant reminder for you to concentrate 80 percent of your time and effort on the 20 percent of the work that is critical. Working hard is not enough. You should work hard on the right stuff.
Sandra Hinshelwood is a business coach and mentor. Drawing upon her experience as a virtual assistant and team leader in the corporate world, she works with small business owners and solopreneurs to eliminate feelings of overwhelm and empowering them to focus on their goals and visions with greater clarity. www.sandrahinshelwood.com
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