Time for New Skills

While the world is turning a little bit slower, it’s a wonderful opportunity for Virtual Assistants to learn some new skills.

Use these slower times to improve your skill set. Here’s how…

  1. Pick one. While it’s easy to bounce from new application to new application, you’re better off spending time exploring one at a time. Click on all the buttons and tabs and check out all the functionality.If you take the time to understand one type of application (CRM, photo editing, email, etc.), you’ll generally understand others because so much of the functionality is the same. That’s why it’s important to know one well, vs. dabbling in many.
  2.  Use it for a real project. Learning is always more productive for me when I’m applying the new skills to an actual project. MailChimp is a great tool to know and a great place to jump in. You can use it to announce your new business or start your newsletter.
  3. Take Notes. Jot down the key things you want to remember when you use the tool the next time. Evernote is a great way to do this. Start a notebook called Skills and for each application, start a new note titled the name of the application. Before you know it, you’ll have an entire library!

You can start being a VA today with the skills you already have. But you’ll be even more valuable to your clients if you expand on that knowledge.

 

If you’re not already a member of our Facebook Group, The Virtual Assistant Connection, and would like to join, here’s the link: https://www.facebook.com/groups/thevaconnection/

Managing During The Upcoming Weeks

For some of us the world seems like a very uncertain place at the moment. Some of our clients might not have as much work for us right now.

Hopefully, for Virtual Assistants, this will be temporary and short lived. So I encourage you to make good use the downtime.

I used to play a game that I called, “If my business doubled tomorrow, what do I wish I’d done yesterday?” It was a way to motivate myself during slow times.

Here are some suggestions for things to focus on:

  1. Improve your skills. Figure out how to use MailChimp; take a look at that new CRM your client asked you about; fine tune a skill you already have. I find it’s easier to learn a new skill when I have a project to apply it to, so while you’re learning that new skill, you can improve the way your business runs as well.
  2. Check your existing set up. Listen to your voicemail message and see if it’s short, friendly and to the point. Subscribe to your newsletter and find out if the freebie you promised arrives in your email inbox. Review your email inbox and get it organized.
  3. De-clutter your office and your computer. It’s a well-known fact that clutter drains energy, so use this time to get rid of things you no longer need and create a beautiful and spacious environment for your work. You’ll be amazed how happy this will make you feel.
  4. Take some time off. When things slow down it’s easy to stay at your desk all day and not get much done. Be intentional with the work you have, set a deadline to get it done, and then enjoy the rest of the day. Go for a walk, play with your kids or read that book that’s on your nightstand.

And if it turns out you’re busier than ever, now might be the perfect time to bring another VA into your business and expand!

 

If you’re not already a member of our Facebook Group, The Virtual Assistant Connection, and would like to join, here’s the link: https://www.facebook.com/groups/thevaconnection/

Inexpensive Systems to Run Your Business

As a Virtual Assistant, our work is extremely detail-oriented. Even if you only have a handful of clients, it’s impossible to remember all the to-dos and details. For this reason, creating and managing systems becomes an important and critical part of managing our businesses.

And while it’s important that our systems are efficient and run smoothly, they can be very simple. I notice that many Virtual Assistants have expensive applications for which they pay a monthly fee to use. That’s an option that many enjoy, but it’s not entirely necessary, especially when you’re just getting started!

Here are some free or affordable applications that I use to manage the day-to-day flow of my business while serving almost 50 clients:

  1. Gmail, Google Calendar and Google Drive ($6/month). I love the Google suite of applications and have relied on them for the last 8 years to keep my communications, calendar and files organized and in sync with all my devices.
  2. Dropbox ($9.99/month). While Google Drive is a great way to collaborate and share information, I prefer to store my Microsoft Office files and graphics in Dropbox. They are stored in “the cloud” as well as my hard drive so I can work whether I’m connected to the internet or not.
  3. Toggl (free). I love Toggl and use it all day to track my billable hours. It’s organized by both client and project, which allows me to break out different types of work if my client would like a breakdown. The reporting feature is great for reviewing my productivity each week and reporting back to my clients regarding how much work I have done for them.
  4. Evernote (free). I use Evernote all day long to take notes while speaking with my clients on the phone and for jotting down important details that I want to refer to. It’s enabled me to eliminate lots of paper from my desk and keep my thoughts organized. It also syncs with all my devices so it’s accessible everywhere I am.
  5. LastPass ($12/year). Virtual Assistants can be responsible for hundreds of passwords and it’s critical to keep them organized and accessible. LastPass does the job. There is a free version as well that might meet your needs.
  6. MailChimp (free). Sending my newsletter, RocketFuel, has been a great way to attract clients (read more about that here). I use MailChimp to help me manage my email newsletter list and send monthly email blasts.

There are hundreds of tools and products out there for Virtual Assistants; it can be a dauting task to choose the right ones and overcome the feeling that you’re “supposed” to have certain tools if you’re going to be successful.

But as my father told me many times: When you need a tool, buy it and get the best tool you can for the job. Until then, don’t invest. That simple advice has saved me a lot of money and stress over the years!

 

If you’re not already a member of our Facebook Group, The Virtual Assistant Connection, and would like to join, here’s the link: https://www.facebook.com/groups/thevaconnection/

I Got This

Last week, someone asked me what my primary service as a Virtual Assistant is. Lots of thoughts ran through my mind: email newsletters, website updates, social media, to name a few. And then, in a flash, it occurred to me what my primary service is – and I think it will surprise you.

It’s my attitude and that I radiate the thought “I’ve got this,” when speaking with my clients. I let them know that I have skill at the task they’re asking me to do, and that I’ll see it through to completion with them.

Here’s how it works:

  1. I make sure I completely understand what they’re asking me to do for them. I repeat the details back to them including deadlines and deliverables. This way, I can do a good job and they leave the conversation feeling confident.
  2. If they are interested, I let them know that I’ve done this type of work in the past (if that’s true) and briefly give them an example without too much detail. If I like doing this particular work, I say so. I’ll say something like, “I love cleaning up PowerPoint presentations. I find it very relaxing.” Strangely enough, that goes a long way toward building confidence.
  3. I prioritize my work. Some of my work has specific and important details, like sending a newsletter out at an agreed upon time. Other work needs to get done, but within a few days, not a few hours. I make sure I take care of the work with specific deadlines first.
  4. I meet my deadlines. When work has a specific deadline, I do EVERYTHING in my power to stay on track. If I’m going to slide in at the last minute with the work because I’m busy, I let them know that too – again instilling the feeling that I’m taking care of them.

Of course, sometimes life happens and a deadline will be missed. In that case, I tell the client the minute I realize that the deadline needs to be renegotiated, and never wait until after it has passed. I am always the one to let them know and I come to the conversation with an alternate plan.

In a virtual world like ours, instilling confidence with clients builds strong and long-lasting relationships. I invite you to take a look at your client conversations and interactions and look for ways to subtly say to them, “I’ve got this!”

 

If you’re not already a member of our Facebook Group, The Virtual Assistant Connection, and would like to join, here’s the link: https://www.facebook.com/groups/thevaconnection/

Using Email Announcements

Whether you’re just starting out as a Virtual Assistant, or have been in business for a while, sending out an email announcement to everyone you know is a great way to spread the word about your business.

If you’ve been in business for a while, you can use this announcement as an opportunity to share about a new service, a new website, or greetings about a holiday (Valentine’s Day, St. Patrick’s Day, the New Year, etc.).

I recommend using MailChimp for this purpose, however, there are lots of other tools available, like Constant Contact or ConvertKit.

Here are some tips for an effective email announcement:

  1. Send the email to everyone you know. Don’t try to figure out who will hire you and who won’t. Just let everyone know about your business. You never know who might refer you. Many of my best clients were referred to me by unpredictable sources.
  2. Keep it short and sweet. Don’t overwhelm your email recipients with a long list of what you provide. Send them to your website with a simple sentence about finding out more and a link.
  3. Write the email in a conversational tone. I find that people equate professional writing with formal writing, but nothing could be further from the truth. Write your announcement in an upbeat and friendly manner. Show your personality.

Don’t be the best kept secret out there – let people know about your work so they can both hire you and spread the word to others who might!

 

If you’re not already a member of our Facebook Group, The Virtual Assistant Connection, and would like to join, here’s the link: https://www.facebook.com/groups/thevaconnection/