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Archive for April 2009

Should you use canned responders in social media?

By MOAImport · Comments (0)
Thursday, April 30th, 2009

That seems to be the million dollar questions lately.  I am not a fan of auto-responders, especially in social media.  I think it is the easy way out of doing business since I feel that if you have something to say, say it to the individual that you are directing your comment to or your invitation to.

With the emergence of Twitter and Linkedin, the auto response has been elevated to new heights.

If you are asking someone to join your network then “ask” them instead of “I’d like to add you to my professional network on LinkedIn”.  Tell the person why you would like to add them.  Is it because you worked well with them in the past, because you met them at a function and thought they were informative or you just want to get to know them a little better.

If you are responding to a follower then take the time to get to know a little about them.  On Twitter, I read every bio before I follow or respond to a following.  If you took the time to find me and you not just through auto-follow then I will certainly take the time to get to know you.  Sometimes I get backlogged and just post a general thanks for the follow but I never auto DM.

I look at it this way, you took the time to get to know me or want to get to know me so I should take a few minutes to do the same and in doing so personalize me response.  Just my two cents but hopefully it will be worth more than that.

All the best,
Lee Drozak – My Office Assistant

Comments (0)
Categories : Networking, Small Business, Social Media, Twitter

Best Business Practices

By MOAImport · Comments (1)
Monday, April 27th, 2009

I am in a blogging group at Virtual Assistant Forum and this month’s challenge was to write a blog about your best business practices. I reflect on this continually and here are my top ten:

  1. Be yourself: You are you, deal with it. When you try to be someone or something you are not, it shows big time and this will turn more people off then attract them. Everyone may not like you but at least they know you are real. Also, being professional does not mean you cannot be personable but keep in mind you are a business owner and should be perceived as such.
  2. Be honest with your abilities: I have seen many business owners who will stretch their abilities to gain clients. Not every client expects you to be everything to everybody. I have had clients ask me to work on a task or program I am not familiar with and I straight out tell them that I am not confident in my skills but would be willing to learn. Your clients would rather hear this then you to say you can do something and waste time trying to backdoor the task.
  3. Own up to your mistakes: We are all human and make mistakes. So when you do, own up to it since it takes less time to say “I dropped the ball on this one” then to spend time covering and fixing the mistake.
  4. Set your ethical standard: Set your ethical standard and stick to it. I have a strict ethical policy and would never dream of deviating from it once. Confidentiality and privacy are the most important business practice that I have. This not only protects your clients but your business as well.
  5. Keep your records up-to-date and actually look at them: Keeping yourself financial organized will help you in the success of your business. You need to know if you are making money and if not why. This will also help you to indentify where you need to focus on your business and where you need to cut or cut back.
  6. Sharpen your skills: I love to learn and sometimes take on the challenge of learning new skills to keep me on task. With technology changing daily, you need to keep up to date to be on track. Read blogs and resource materials, take a class or work with a program you are not an “expert” in. You don’t need to become a full time student, but at least be top of your skill set.
  7. Acknowledge client correspondence: Most of my correspondence some from email and messaging. When I get correspondence from a client, I always respond even if it is with a got it. They are paying me to do a job and they need to know I am on top of it. I always take phone calls as well. I know some business owners who just don’t want to be bothered with a live conversation. I not only encourage this but welcome when one of my clients call for a quick answer, to explain a detail or just get an update.
  8. Market, market, market: I devote a set amount of time marketing each week. Even if you are comfortable with your client base and where your business is you never know when this will change. I have picked up some great clients and expanded my business just by keeping up with my marketing and not actually running a full blown campaign. Keeping up a visible presence is key and it can be as simple as joining a forum, social networking or attending an event just to keep you sharp and in the public eye.
  9. Mentor those around you: You do not have to give away all your secrets but at least be helpful and courteous. I belong to several networking groups and am often asked for advice on a solution. I always will help if I can because you never know when that one simple question can turn into a full blown client. And don’t forget about those in your own industry. The best part about being a VA is the support networks that are out there with my colleagues. Always remember, you get what you give.
  10. Take the time you need for yourself: If you try to run your business 24 hours a day you are going to burn out. I expanded my business because we moved to a rural area and for me to find a “JOB” using my skills I would have to travel. I wanted the flexibility to be there for my family when need be. Often times we are so busy making our business as successful as the competition that we forget the real reason we entered the game in the first place.

Most of my practice as just plain old good common business sense but are forgotten as you start your business, grow your business or sustain what you have. These are the basics for me and while I am forever reviewing where I am and where I need to be, these ten items will never change.

All the best,
Lee Drozak – My Office Assistant

Comments (1)
Categories : Organization, Personal Growth, Small Business, Virtual Assistant, Work from Home

Crafting your elevator speech

By MOAImport · Comments (4)
Tuesday, April 14th, 2009

There are many resources on the web to help you create a successful elevator speech. However it may take a few tries to get your down pat. Your speech is your company or brands first impression and you need to make it count and grab everyone’s attention.

Your speech should begin with your name and company (or brand) and if you have a specific target market, your location. I begin with “Lee Drozak, My Office Assistant”, keeping it short and easy to remember.

Next comes your hook. I sometimes use, “How would you like to save one hour a day to concentrate on your clients?”

The remainder of your speech should answer: what you do, your market and benefits you can provide to your clients. This is where I offer a brief description of my services, how I can actually save you time and money and then I usually offer up a tip from my bag of tricks or software/service recommendation.

Remember to keep it fresh, under the allotted time (30 or 60 seconds) and be prepared to answer questions and offer additional information.

You should also practice your speech, either in front of a mirror or a trusted friend or colleague, until you feel comfortable while not being too rehearsed.

And one other thing to remember, when you are listening to others speeches, don’t interrupt or begin a side conversation because that could ruin a terrific hit out of the ballpark speech you have worked so hard to perfect.

All the best,
Lee Drozak – My Office Assistant

Comments (4)
Categories : Networking, Small Business, Work from Home

I am a small home-based business owner, how can I benefit from a Virtual Assistant?

By MOAImport · Comments (1)
Friday, April 10th, 2009

I was asked to speak to a group of home-based business owners who have small or start-up business on how my services can help them continue to grow their business and not lose time away from themselves. I was glad to have another opportunity to explain what Virtual Assistance is and how it helps you as a business owner. I thought I would share a few of the questions I received.

Q: I am a business consultant with a one person office, why should I consider your service?
A: Just because you are one person office does not mean that you cannot streamline some processes nor have a backup plan. What I can offer is phone and voicemail management should you need to take time for yourself or away to concentrate on your business. I can also confirm your appointments and organize your schedule so that your clients do not know you are a one person operation.

Q: I am just starting out and don’t have a lot of additional monetary resources, how can you help me?
A: The great thing about virtual assistance is you only pay for the time you need. Do you have a special project that you need to complete and not the skills to complete it? I can help you by offering a per project solution or pay per go contract.

Q: What can you bring to my business?
A: I can bring you free time that you may need to grow your business or to attend to personal items. I also bring years of experience and a fresh outlook on the tasks that you need to get accomplished. Having the latest software and office equipment gives you state of the art resources without any additional financial output.

Q: How do I know what a Virtual Assistant can handle for me?
A: You need to begin by assessing your tasks and why they are not getting completed. Is it because you just plain hate to do them or because you are way too busy to devote the time. You also need to consider if these need you personal touch or can they be delegated. And finally, you need to look at your deadlines and consider what needs to be accomplished to meet them.

Q: How do I find the right person for me?
A: That seems to be the million dollar question. Start by looking at your personality and work ethic. If you are a fly by the seat of your pants, you are going to need someone who is organized and easily adapts. If you are picky about certain services and procedures, you will need to find someone who has the same qualities as you. Start by getting referrals or submit a RFP to quality VA sites. Weed out those who meet your criteria and those who do not. And here is the important part, have a conversation with your short list. This way you will know if your personalities work and you are on the same page.

Partnering with a Virtual Assistant can definitely be an asset to your growing business. Finding the right person is the key to success and you need to feel comfortable with the services you are getting. While Virtual Assistance may not be for everyone it is certainly an option for those who need help but do not have the resources to hire employees.

Not sure if this is for you, give me a call for a complimentary no pressure needs analysis or to get your questions answered about continuing on your path to grow your business.

All the best
Lee Drozak – My Office Assistant

Comments (1)
Categories : Organization, Outsourcing, Small Business, Time Management, Virtual Assistant

My successes and how I got there (and stay there too)

By MOAImport · Comments (0)
Monday, April 6th, 2009

I was recently talking to a friend who is making a move both personally and professionally and in the course of the conversation we talked about how blessed we both are.  That got me to thinking, why am I doing so well where others are hitting so many bumps in their roads.  And here are five things that I believe have helped me on my continued journey.

  1. Value yourself and others around you – I am a big believer in “what comes around goes around” and that is how I live every day.  My philosophy is this is me, good or bad, and it will always be me.  People who try to be what they are not are transparent and obvious.   To be successful you need a firm base and not comprise it.   You also need to be aware of those around you and have respect for them.  I can enter a room and talk to everyone from the CEO to the cafeteria worker.  Can you?  Each and every person has something to offer so why not take the time to find out what it is.  Pick your friends based on who they are and not what their status is.
  2. Never forget your roots and what brought you to where you are – I know of someone who is very successful in the sports world and was continually stating “I will never forget my roots” but that is exactly what this person did and probably will never realize it.  The sad truth is that it is they who are missing out by not being grounded and only thinking that they are.  Too many people do a downward spiral because they forget where they came from and how they got to where they are.
  3. Be thankful every day – Every morning and every evening I take a moment to think about all the wonderful things I have in my life.  Some things such as family, friends, great health and a wonderful job are taking granted by so many and I don’t want to be one of those people.  And while you are being thankful, make sure people who matter know it.   I have lost a few friends was too early and was glad that they knew how important in my life they were.
  4. Stay positive and focused living life with no regrets – I do live in the moment and always see the glass as half full.  First I feel this way, I don’t have the time or energy for naysayers or to let the little things consume my day.   I will never sit back and let life pass me by, I may not be successful at everything I try but I would rather fail miserably than not try at all.  I think it is sad for those folks I know who have big ideas and dreams but never what to take the steps to see where they lead.  And sometimes that means confronting your fears head on.
  5. Goals and learning will help you grow – I don’t have a “vision board” so to speak but I do know what I want and within what time frame.  When I started my business, my goal was to get it up and running within six month and once I hit that I changed to helping X number of clients in the next six month.  If your goals are not clear you will never achieve them.    Also, expand those horizons folks, it does not have to focus on one thing in particular but learning never hurt anyone.  Buying property and an old house has me moving in a new direction that is now allowing me to think outside the box even more.  My next gig, learning about Canadian geese since I now seem to have two new friends who want to share my surroundings.

I may not have millions of dollars or a prestigious lifestyle but what I do have is a loving family, great friends, a thriving business and no regrets in life.  These are the things that are important to me and always will be.  Remember what you strive to achieve is what you get and if you don’t have a plan then it is not too late to make you action plan.

All the best,

Lee Drozak – My Office Assistant

Comments (0)
Categories : Personal Growth, Small Business, Work from Home

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