Virtually Does It celebrates it’s first birthday in January 2012. What a year it’s been!

Click on the screenshot below to read the first newsletter, featuring some top picks from last year, and what will be coming up.

If you’d like to receive these quarterly newsletters straight to your inbox, you can subscribe here.

Looking forward to another great year!

During a meeting with a client recently I was described as being like a tank of petrol! He had trouble gauging when he was nearly empty and needed more fuel!

I took this in the light hearted spirit in which it was intended, but what he was actually referring to was the way his time was used, and how close he was getting to his hourly quota each month, whether he had room for more work, or whether he was running on empty! He was finding it difficult to equate his monthly support package and the number of hours, into work that I could do.

When I start working with a new client, and even at our initial meetings, it’s important to talk about what they understand about virtual working and what they would like help with. Sometimes clients don’t know what they need help with, they just need help, but nearly always clients are amazed at how much a VA can do. Virtual working is still new, but rapidly expanding, and proving to be extremely efficient.

So, what can a virtual assistant achieve for you in an hour? If you search this question on the internet you will find a few lists of what VAs say they can do in an hour, and it looks impressive, and that might well be the case.  But what can be done will vary depending on the type of support a client wants, and it is difficult to say ‘I can type this letter for you in 20 minutes’.  I may well do that, or in less time, but if the letter needs hyperlinks, tables added, appendices, a change in format to incorporate specific information, it may take longer.

For me, virtual assistance isn’t just about how many spreadsheets I can turn out in an hour, or how long it takes me to do a PowerPoint presentation, it’s about looking at each client’s needs and responding in the most efficient and effective way (both time and cost) to make sure they’re getting what they want in the way of business and administration support.  I keep time sheets for each client, detailing the amount of time it takes to do tasks, so the time I am charging is always traceable.  This also helps at review meetings, so clients can see what is taking the most time, what’s not, and whether there is any room for manoeuvre.

I firmly believe that virtual assistance is the business support of the future. It is cost effective, efficient, unrestrictive and can grow and change as your business does.

Working at 100mph and think you need help? Are your time-tanks running on empty?!  Let me take your to-do list off your hands!

 photo credit: Pat Hawks

Have you heard of Size 10 1/2 Boots? I’m not talking about boots you wear, but the marketing and business development consultants? OK, well they are a firm of consultants who help corporate organisations in the professional services sector drive business growth through change.  Their website makes interesting reading, not least because they list all the shoe sizes of the team, but you can also sign up to receive free marketing top tips straight to your inbox!

Their most recent newsletter 10 1/2 things clients really want from a professional services firm is a great reminder of what we all expect as clients, and want to strive for as business owners, whether you’re a self-employed professional, or a large multinational organisation.  What did make me stop and think was Tip 2, right there at the top of the list is, the business development plan.

A ha! That old chestnut! Those words that always appear in business coaching sessions, with banks and even with clients, and those same words that make us shrink back in our chair. “Why do I need a business plan” I hear you cry, “my business is up and running, it’s making money and building a strong reputation. Too late for a business plan now, I’m doing everything already!”

Stop. And think. Actually you do need one, even if you think you don’t!

The trap that many small business owners fall in to is they see business plans as a document that tells them how they are going to set up their business, how they are going to market their business to what sector, and what they’re going to do to make their business a reality.  They get their first client and that’s it! No need for a business plan anymore as the business has started (and yes, I was guilty of this too!).

How about thinking of a business plan differently?  If you originally wrote a business plan, you probably did so to get you on the right track (so you didn’t end up climbing the wrong tree), but what if your business plan now contained what your business does, how you do it, what you do for your business, your mission statement, vision and values?  All the key elements of your business that you can refer to and change as your business evolves.  Having a document that is written about the ‘now’ of your business reaffirms your ethics, your goals and objectives, your service or product, what benefits clients can get from working with you, and therefore, and most importantly, why they should work with you.  It’s all there.

Not that daunting any more is it…?! And remember, not all business plans are the same, your business plan should reflect your business and tailored to you.

Why not set aside some time to revisit your business plan (or start from scratch…!). I’d love to know if you’ve ever had one, if it is still in existence, and how it has changed.

 photo credit: HikingArtist.com

A question I was asked twice this week when talking about Virtually Does It and being a VA.

Yes, you could. But is that the best solution for your business?

Temps are an invaluable resource to many organisations; bridging the gap in recruitment, helping out in busy times, seasonal support to make the best of revenue at certain times of the year.  Some people choose to become temporary workers to dip in and out of employment when they want, and to fit around other commitments in their lives. It can be a win-win situation.

However, employing temporary workers is no longer the only option. What about a virtual assistant?  If you work from home yourself, it’s probably not appropriate to have a temp working at your kitchen table, and if you do have an office, have you the spare desk, computer and phone for them to work from?

An ongoing partnership with a virtual assistant (or VA), as and when you need them, creates that invaluable resource you can rely on.  And more importantly it is the same person. Invest your time at the beginning to let your VA know the way you work, your key clients and your business style, and you’ll only need to do it once.  This can be one of the downsides with temporary workers, you may rarely get the same temp twice. How much time and money have you invested in a temp who never came back?

Building a strong relationship with a VA reaps benefits later.  You can call on them as and when you need them.  The initial familiarisation with your business is done the first time you work together, and as you’ll have kept in touch, the partnership can hit the ground running again from day one.  No waste of time or money in going over old ground with training that you may have already done three times this year! And as VAs are self-employed and have a fully equipped office of their own, you won’t need to supply equipment or office space, or pay any tax, NI contributions, or agency fees.

So next time you need a bit of extra help, think about working with a virtual assistant, and create a prosperous relationship that’s sustainable.

If you’d like more details about what VAs do and how they work, visit my pages on How a VA Works and Work with Me.  If you would like to have a chat about how a VA could help you and your business, just ask!

This article on Why Multitasking May Make You Less Productive via Mashable popped up in my Twitter feed this week.

We all seem to pride ourselves on how much we can multitask, and it is often the topic of conversation. How many plates we can keep spinning in the air at any one time, and how many things we do in a day.  But is it necessary, or is it a habit?

When I was working as a PA, I pretty much had to multitask to deal with everything that would come my way in a day. Most of the time I would have several tasks on the go, colleagues in and out of the office, the phone would ring and I’d need to break off to do something else, or prioritise it and do it later.  Some days, even breathing was an option! I thoroughly enjoyed it, and I guess you could say working that way was in my nature. But it made me think about the way I work in my own business. Do I still do it now, and if so, do I need to?

The article mentions that multitasking is a barrier to our ability to listen and focus, and permits distraction, and I agree.

My approach to my business is very different to the way I worked as a PA. Yes, I have lots of things on the go, and I’m busy, but I apply flexibility to what I do, rather than start the plates spinning in the morning and keep adding to them during the day!

The main objective for me is simple.  To achieve the best outcome for my clients in the work that I do. To do a job well I like to give it full attention.  If a tight deadline needs meeting, I’ll be flexible to accommodate that work.  Yes, there are still interruptions, but I can manage those interruptions differently.

The work I do now is more fulfilling. Not only am I working in my own business the way I want to, doing what I enjoy, but I get bundles of satisfaction from being able to be more dedicated and creative in what I do, leading to greater efficiency (and more time to breathe too!).

photo credit: stoneysteiner

I haven’t blogged since the 24th July 2011.

That’s a month ago.  Is that a bad thing?  Have I just committed one of the worst sins in business, not keeping up with regular blogging?

I haven’t blogged because of two reasons; I have been working on my business as well as in it, and secondly, and perhaps more importantly, I had nothing that I felt warranted a blog post, which meant I would have written something for the sake of it to ‘keep up appearances’ which isn’t the way I like to do things.

So, if I haven’t been blogging, what have I been doing?

Well, take a look around my website and you’ll notice a few changes.  Now Virtually Does It is truly up and running, the business has evolved already into something better than it originally started out, and I wanted the website to reflect that.  I now feel that the VA support that I provide has more substance to it, is more varied and flexible, and I am far more enthusiastic about my business than I was in the beginning (and that’s saying something!).

I have taken the time to think about what I have been doing, how I have been working, with whom I want to work, and what the values and vision are for my business. It’s been a very useful exercise and I’m glad I did it.  Sometimes we can get so caught up in our business, we forget that we have a business too that needs looking after, just as much as our clients.

I’m looking forward to even brighter things as a VA!

Have you stepped back from your business recently?  I’d love to hear your views.

PS – you may think this is an odd choice of photo, but I thought the caption (below) that came with it was very appropriate!

photo credit: GollyGforce: Time Rolls on…..Learn from the past, experience the present, wonder about the future….

I recently set up a Twitter account and profile for Shropshire Union Canal Society, who are now proudly tweeting as @ShropshireUnion.

The Society is a charitable organisation in existence because of the enthusiasts who volunteer to keep it running.  From those who produce the newsletters, keep the website up to date, and many folks who travel far and wide on the first weekend every month to take part in a restoration work party, which is currently restoring a 430m stretch of canal at Redwith.

I hope that through the power of Twitter, the society will be able to widen its supporters and promote interest in the waterways in general. Not to mention reach its fundraising target of £35,000 through the Buy a Barrow of Boulders appeal!

Shropshire Union Canal Society: www.shropshireunion.org.uk

I’ve just read an article on Freelance Advisor about working with freelancers and how there has been an increase of 76% in businesses using them over the past 3 years. It also mentions how the business economy has changed for the better and reports suggests the UK’s labour market will continue to change as businesses continue to use freelancers post-recession.

Much of my thoughts on freelancing have been shared here in a post about bringing out the best in outsourcing, but how do you perceive freelancing?  Do you see it as something or someone to bridge a skills gap short term, or do you create a partnership you build on and keep coming back to?

If the reports suggest anything it’s saying that working with this dynamic sector is on the increase, and the benefits freelancers can bring to businesses are growing and growing.

Keep it up!  We are as enthusiastic about your business as we are about ours!

When I first started working with Ian Weightman providing virtual PA and business support services, Ian was keen to explore ideas and other avenues in order to send his work to wider audiences.  Ian’s company provides PR for the travel and tourism sector, and with many clients throughout the UK and beyond, Ian was enthusiastic about promoting his clients and his own business in every way possible.

Looking at the online media outlets Ian uses already, and thinking about how to grow this presence to complement his own marketing strategies, I worked on setting up a newsletter through Mailchimp.

Mailchimp allows you to design newsletter templates incorporating your own branding, create lists of recipients and manage subscriptions, link your newsletter to your Twitter and Facebook accounts, and allows you to look at how successful your ‘campaign’ has been to see how many of your subscribers have read your newsletter.

Ian has not only received great feedback on the May Edition, but has also been contacted by one recipient who wanted to take one of the stories featured further in their magazine.

A fantastic result!

If you’re interested in travel and tourism and would like to receive a copy of Ian’s newsletter you can sign up here.