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Archive for January 2009

Partnering with a Virtual Assistant – PART ONE

By MOAImport · Comments (0)
Friday, January 16th, 2009

After attending a networking event I was again asked so what exactly is a Virtual Assistant.  That then led to the discussion of how exactly the relationship works.  With so many business owners needing help but not willing or unable to hire traditional employees and with so many new Virtual Assistants entering the field I thought I would add some advice for both.

I am looking to hire a Virtual Assistant so where do I begin?

Start by making a list of tasks that you need completed or want taken off your hands to free up more of your time.  They can be as simple as organizing emails and voicemails to bookkeeping or implementing your marketing plan. 

Next, with your wants and needs in mind, research.  Google “Virtual Assistant” and you will get over one million hits so be creative in your research.  Go to the forums and boards of Virtual Assistants, Virtual Assistant forums has many active members, follow some to get a feel for what they know and how they interact with others in the industry.  Don’t forget the social networking sites and member websites, IVAA.org provides a searchable member database, both general and by niche.  And my favorite form of research, nothing beats a great referral, so ask around of others who use Virtual Assistance.  Also try to find out how long they have been working on their own and in their field.

Knowing what you want (and need) and having an idea of what is available to you,  it is time to submit that RFP (Request for Proposal).  Both sites mentioned above have area to submit RFP’s to all their members and there are other means to get your posting out as well.  Be specific in what you require and the type of person you are looking for.  If you want a bookkeeper with QuickBooks Pro then state that specifically in your requirements.  Do you need someone available for specific hours in the day, list that as well.  And then sit back and wait for the many responses to come flowing in.

Carefully review the responses: Are they professional, does the respondent meet your criteria, did they provide you with enough information for you to choose them.  Ask for work samples if need be to help you narrow your choice. I have no problem sending prospective clients work samples because it is a good way for you to judge my work.  Narrow down your respondents to those you want to have a conversation with.  Call or email your short list and schedule a time to have a discussion.

Have a one on one conversation (or consultant) with each of your choices.  The key to a great working relationship is a great partnership with your assistant.  If you cannot communicate effectively with the VA then you need to move on and find someone else.   Have your questions ready and be prepared to respond as well.  When having a conversation with a new client not only do I ask about the industry but how they got started, what their biggest obstacles are at this point and what they expect from me.

So now take some time to digest the information and conversations.   Who did you feel most comfortable communicating with and what plan of action did they give you for your wants and needs?  Do you feel they provided you with quality information?  Where they direct with their timeline and rates?  Can they provide you with everything you discussed in writing?  When I talk with clients or prospective clients for the first time I let them know I have an introduction package so they can “test drive” my services.  I follow up the conversation with a detailed email about our discussion, what we agreed upon and my contact information so everything is clearly spelled out for your decision making process.

These are just a few of the quick tips I can offer and many of you may need to be more detailed in your plan of action.  Your VA search process may take as little or as long as you need, but make sure you are thorough in your screening so that you can find the right partner to help you with your needs.   With a little time and gut intuition you will find the right Virtual Assistant to help you with your business needs.

All the best,

Lee Drozak – My Office Assistant

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Categories : Outsourcing, Virtual Assistant

Cleaning out my email

By MOAImport · Comments (0)
Thursday, January 8th, 2009

I took some time over the holiday to clean out my personal email account.  Funny thing is that my business accounts are well organized, have rules to keep the clutter down and me on top of things and a system for filing, follow-up or needs attention now. 

But my personal account was a mess.  The only rule I had was to keep the inbox sorted for my email and that of my husbands.  Yes he also has an account but NEVER checks it; I guess maybe I should start charging him for that service.

As I sorted, deleted, did follow-up and just plain cleaned the account out, I realized this was the time to remind everyone of the email do’s and don’ts to leave we organized folks less stressed.

Email Do’s:

1.       One subject per email please. 

2.       Use descriptive and purposeful subject headings. 

3.       Use your first sentence wisely and state the purpose there.

4.       Keep the message as short as possible.  If you are forwarding then edit the email information to include content only (not everyone else’s email list)

5.       Not everyone thinks like you, you do not need to include all your personal (or even professional) contacts in the “ten people” you need to forward this email to.

6.       The rules of grammar and punctuation still apply when writing an email.

Email Don’ts:

1.       Every email does not need to be responded to right away.  However, you should acknowledge or respond when necessary.

2.       No subject line, refer to number 2 of the do’s.  Bad subjects are even better than no subjects.

3.       Use symbols for emotions or acronyms, i.e. BTW or :)

4.       Make sure that email is the right tool for the communication and don’t assume about the senders emotional state.

5.       Use copy and reply functions carelessly.  Remember “reply to all” is exactly that and includes blind copies as well.

Please feel free to add to my lists; I always like a good rule or two to keep me organized and efficient.

All the best,

Lee Drozak ~ My Office Assistant

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Categories : Organization, Technology

Great First Impression

By MOAImport · Comments (0)
Saturday, January 3rd, 2009

I have been doing a fair amount of face to face marketing now that my goal is to grow my virtual assistant business for 2009.  I have always been a “people person” but not so much a networker, or so I thought.  A friend and business educator gave me some great advice on how to make the most out of every face to face meeting.

Be On Time – I have always been a stickler for not only being on time but arriving a little early.  I learned this from the time I was young that a person’s time is valuable and not to have them waste it by waiting on you.  I always make it a point to not only be on time but to be 10 minutes early so that when I arrive I have time to prepare for whatever venue I am attending and to get to casually meet those who have also arrived early.

Be Yourself – Nothing can be detected more easily than when a person is not being their true self.  Whether you are comfortable in a crowd or not, let it show.  Come to terms that you are like everyone else, not perfect, and people will admire you for that.  Don’t compare yourself with others in the room and focus on your positives and you will be just fine.

Present Yourself Appropriately – You are an individual and have a style all your own, but is it appropriate for your venue?  I was wisely given advice that when in doubt, dress to make a winning first impression.  Attending a business networking lunch, then dress as you would if you were to attend a one-on-one client meeting.   Also remember that what one person may find acceptable, others may find insulting.  Your mirror is not always you friend if you don’t have an objective outlook. 

A winning smile – Smiles are infectious and your greatest asset.  Smiling allows your confidence to show and lets other know that you believe in yourself.  I often reflect on the quote “A smile takes but a moment, but the memory of it lasts forever”.  Wouldn’t you want to be remembered that way when meeting others for the first time?

Small Talk Goes a Long Way – You will be surprised what you find out about others when you have an actual conversation with them.  I love to find out the little things about people because not only will this help you know about them but also what drives them to want to be successful.    Small talk is always used as a great memory jogger when meeting many people at an event.  I am likely to remember Jill who also has a chocolate lab than the “premier seller lady” who gave her 60-second commercial.  Always remember though to be positive and attentive and do not make the conversation one sided.  That is not small talk but conversation dominance.

By employing these five simple rules, I have become a more confident networker and it has led me to more prospects and acquaintances.  The rules have also taught me a little about myself as well and that has led to a renewed confidence in all my abilities.  Next time you are out at another event, try these simple steps and let me know how they work for you.

All the best,

Lee Drozak ~ My Office Assistant

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Categories : Networking, Virtual Assistant

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