Take a Vacation…It's Really Okay!

“A vacation is having nothing to do, and all day to do it in.” 

~Robert Orben, magician and comedy writer 

 

 

A few weeks ago, I took some time off.  My folks were coming into town for Halloween and they were only going to be in town for the weekend.  I had to make a decision…should I take the whole time off and spend what time I had with my folks or work around my family’s schedule?  I decided to actually take the whole time off.

To say I was a little apprehensive about actually taking the time off was an understatement.  I didn’t want to get behind on my projects nor did I want to feel disconnected from my clients.  However, I don’t get a lot of time with my folks, either.  So, I made sure to give all my clients enough notice and then went incognito.  YIKES!  J  It took every ounce of restraint I had, along with constant reminders from my hubby, to NOT answer any emails.  I actually took it as far as not evening jumping on the computer at all.  You know what?  It was really nice!  Not to mention peaceful.  I survived!

I learned something during this time off, as well.  Not only was I rested and clear-headed when I returned back to the office the following week, but I was able to give my family 100% of my attention.  We did a lot of fun activities with the kids along with Trick or Treating.  It was my son’s first time carving a pumpkin and I wouldn’t have been able to thoroughly enjoy that milestone if my mind was on a client’s pending project.  I had great one-on-one talks with my mom and dad and we even had a big BBQ and Smoke Out to welcome them to our home.

The quote I found below so perfectly sums up my time off that I wanted to share it with all of you.  I highly recommend taking some time off once in a while.  I mean, no client emails, computer time or phone calls.  Nothing.  You need the chance to recharge.  All of us do and we most certainly deserve it!  Show yourself that you are important!  I did and I’m much better off because if it.

 

 

“Your body cannot heal without play.  Your mind cannot heal without laughter.  Your soul cannot heal without joy.”

~Catherine Fenwick, motivational speaker and author of ‘Love and Laughter:  A Healing Journey’

What Does the Last Quarter of 2010 Look Like for YOU?

Not to short change you or anything, but we only have three more months left in 2010. Some people might see that as a bad thing, but you know what? The end of the year is here. It’s not time to be shocked about how fast this year has flown by; it’s time start making sure that your 2010 goals are to be met or even exceeded!
Quarters Add Up
My goals for year 2010 were/are to:

  1. Finish college: This is my very last week. I am 90% finished with my final project! (YES!!!)
  2. Send my son to a good preschool: He loves it, but he doesn’t have to be there 45+ hours every week thanks to my virtual job.
  3. Take care of business while juggling work, school, and family: Now that goals one and two are being met, from now on I am going to be able to focus on Virtual IT Assistants! Before the new year, I am definitely going to overhaul a lot of my web presence and get to accept new clients. I am SO excited about my plans!! It’s going to be awesome!!
  4. Post on Work at Home Life every Monday: I have done this, and some of the posts have turned out to be some of my favorites. Your responses let me and the girls know that we are helping you and our message is coming across well. We have loved all the feedback. So, thank you. :)

Well, that’s enough about me. What about you? There are lots of holidays and school functions coming up soon, but what are you going to do to grow your business? Three months doesn’t seem like much time, but all of those quarters add up.

“If time be of all things the most precious, wasting time must be the greatest prodigality.”

- Benjamin Franklin

Business Coaches-Who Are They and Want Do They Do?

A few weeks ago I mentioned that I wanted to start a small series about business coaches-who they are and what type of coaching they do.  Some of us may be feeling stagnant in our businesses and not sure how to turn things around.  This could be as good a place as any to possibly find that specific coach you need.  Still, there may be others out there who have settled on coaches as there “niche.”  These interviews may help you to hone your skills a bit and customize your services to better serve your clientele.  Over the next few weeks I will be introducing you all to several different individuals and their specific coaching interests.

So, without further ado, I would like to introduce you all to the first business coach in my series, Cesar Viana Teague.

Company: NEXTLEVEL Consulting

Website: http://www.nextlevelup.org

Contact: Email – cesar@nextlevelup.org

Phone – (888) 881-6164

What type of coach do you describe yourself ad?  For ex: Life coach, VA, Social Media, Career, etc. Small Business/Home Business Coach

Briefly introduce yourself and tell us a little about what you do. I work with small business/home business owners and entrepreneurs to break through current challenges, work smarter, and reach their desired goals.

What are three main concepts you talk about in your coaching program? Helping you to Focus on the following 3 main concepts:

1. Your DMO (Daily Method of Operation)
2. Your IPA (Income Producing Activities)
3. Your Sales & Marketing Plan

What are some of the benefits of having a business coach?  And when is a good time to find one? Some benefits include:

1. Getting out of being stuck
2. Becoming more proactive with defined activities & direction
3. Having a sounding board to bounce ideas off and receive honest feedback
4. Reaching goals quicker

A good time to align with a coach is ASAP.

Since this is a blog for VA’s and other Work at Home individuals, I have to ask – Even business coaches need an assistant from time to time, right? In what way would a VA be beneficial to you and your business? I have been using a VA (Jennifer) and can highly recommend doing this to work smarter – leaving you to focus on your strengths and IPA’s (Income Producing Activities).

If you are a coach or know of a coach that would be a great fit for this spotlight series, please contact me.  I would love to “meet” them!

Virtual Business: Take It Like a Man

Confident Business WomanExperience is a wonderful thing. Even a bad one will prepare you for the “next time” some situation or other arises. I have learned so much this year just by hearing about all of your experiences. It’s nice to have other strong business women to share with and relate to. I love girl talk, but we haven’t even once really talked about men! Sure, a husband or son gets mentioned every once in a while, but what can we learn from these seemingly simple creatures about business? ;)

Why is it that so many brilliantly capable women I love and work with seem to be living the same experiences over and over? We go through phases of racing into stress, and then crashing into the inevitable phase of fatigue. The longer the periods of stress equal the intensity of fatigue. Does this sound familiar? I can’t complain because this year has been wildly successful in so many ways, yet continues to be intensely stressful in others. I don’t think stress is so much different for men, but it seems like more of my girl friends are complaining of burn out on a regular basis. So we should talk about it.

Tasks men often seem do “better” than women:

  • Switch gears
  • (Don’t give me that “women are better multi-taskers than men”.) Your mind has probably gone 3 different directions just since starting this article. You’ve probably had to write down a reminder, refilled your cup, and looked at the clock twice. Right?  A guy would start delegating before he even tried to handle as many thoughts that are going on in your head right now. So, let’s face it, we need to try to learn how to separate some of our complex thoughts. That way, when one thing gives way, the rest doesn’t follow.

  • Toot their own horn
  • Maybe back in high school you weren’t supposed to brag on yourself because you’d be seen as conceited. “She’s so stuck on herself!” Right? In business, humility has a place. Save it for your anonymous charitable donations. It’s a bad idea to post somewhere that you didn’t love your latest press release or can’t believe how stupid you feel not knowing something. Enough with the personal put downs!

Self sabotaging tasks women seem to do more than men:

  • Apologize constantly
  • Whether it’s for inadequacies or absences, for some reason, we feel guilty about being less than Wonder Woman; and must make a mense with “I’m sorry” and over-compensation. I once worked with a girl who’d type up a page and a half (slight exaggeration… very slight) about why she was going to be gone and she was sorry about not being there for you in her auto response email. She was the sweetest girl you could meet, but seriously she made herself look bad because she did it. In fact it turned into an intra-office joke.

  • Take on everyone else’s problems
  • The truth is we could probably do so much more if we didn’t get offended by something someone said (that probably had nothing to do with us anyway), or if we weren’t concerned about our friend’s neighbor’s sister who just found out she has a tumor that might be cancerous. It’s true that there are disasters and bad memories that are going to invade our thoughts, but they are our thoughts and if we are going to get anything done we need to be in control of them. It’s ok to be sympathetic, but don’t live through the tragedies with everyone.

  • Over share
  • Some things are better left unsaid. It very well might be because some guys still live in the Stone Age and think “I can’t talk about my feelings. Men don’t do that.” I don’t know to many of my guy friends who are posting messages about how they “can’t take it anymore!” or “I can’t believe that %$!# just said blah blah blah to me, but…” on Facebook (Yeah, you know what I am talking about.) The people who share every stick and stone life throws at them? Sorry, but most of the time, it isn’t the men doing that. Think of it this way. You are giving the whole world info that could be used against you.

Ladies, make sure you have these two very important traits in check and in balance to succeed as a virtual business owner.

1. Confidence

(Yeah, I said it!) Thanks to Cover girl, coffee, and Botox we can fake clear skin, energy, and even hang on to some version of youth a little bit longer; but the hottest asset any woman (especially running her own business) can posses is nearly impossible to fake or live without and that is confidence.

Let’s get a man’s opinion.
Because he’s had a lot of experience working with (sometimes putting up with) quite the wide variety of virtual business people at New Marketing Labs, and he’s a man, I decided to ask Chris Brogan of what he thought about my gender confidence theory.

So, I asked him point-blank: “On average, do you think that men are more confident than women in the virtual business world?”

Chris responds: “I think men are more confident, period, for an unfortunate reason. Men are willing to say they can do something when in actuality, it’s a stretch. Women most often only say that they can do what they KNOW they can do, and what they’ve had experience doing (on the average). Thus, men are much more likely to take wild swings for weird possible new futures, where women tend to think they have to show capability/experience first.”

Think about it. I do think he missed that men seem to worry less about what people when think if something doesn’t work out. Many also do better about not dwelling on the details that didn’t go perfectly. This leads me to trait number 2.

2. Perfectionism

I have learned more and more over the past few years that I am more willing to turn in a paper late or not accept a project at all if I don’t think I have the time or resources to do it the way that I know it should be done. This is truly a wonderful trait to have. Ask any of my professors or clients! I try to remind myself that no one is as big a critic of my work as I am, and I don’t need to get a hundred percent on everything do I? Well, yes I do and that’s my style, but it’s also a sort of curse because I wonder if I’ve have missed out on some things that I could have done great.

We even teach our kids that no one is perfect all the time.
It’s like I told my daughter this weekend, “No one can be good all the time.” She looked at me puzzled. “Why not?” (As if I’d just completely derailed what I’d been teaching her whole life. :{ Scary.)

“Well, because eventually that person would just snap and go bad or get sick.” I replied.

“Well, then can someone be bad all the time and then snap to good?” she reasoned. (LOL! Yeah, kids…)

“No, because you need a healthy balance.” I told her.

The moral of that story?
If you don’t allow yourself enough slack, your goals will always be out of reach, and if you give yourself too much slack, then there probably was never a concrete goal there to reach for anyway.

Skype for Small Business

Oprah has been skyping forever, or so it seems. I’m not really Oprah’s biggest fan, but I gotta love a woman who sets trends worldwide. ;) Is it time you started utilizing it too? On the very front page of Skype’s website it will tell you all of the things that their service will do for free.

  • Voice and video calls to anyone else on Skype
  • Conference calls with three or more people
  • Instant messaging, file transfer and screen sharing

What is so cool about it?
The screen sharing option I love. Of course, it isn’t as wonderful as remote desktop or Teamviewer where you are able to take over the shared screen to literally show guests how to do something on their computer. Let’s face it though, these options aren’t universal, and not everyone has cash to drop on a Teamviewer license for each client computer.

Think about it though, how often do you have to say: “OK, now what do you see?” when you are trying to walk someone through any task on their computer? And people often remember how and where to do something when they do it themselves other than have you take over their mouse and do it for them right?

How does it compare?
Many of you still use AIM pro for the desktop sharing which I would say isn’t any better or worse than the Skype version. If you don’t have either then you might as well jump on the skype bandwagon since you will likely find more businesses on Skype than you will AOL.

Skype Business Solutions
Skype’s business solutions offer more services like integrating with PBX operators (like if you already use Ringcentral for voicemail boxes and such) and if you have employees across the globe, you can set up an account for them.

Too Many Hands In The Pot!

As VA’s we have all sorts of clients. Some work for themselves and others may work for someone else.  Never the less, it is our job to support our clients in whatever capacity we have agreed upon. For the most part, we have a direct connection to our client and work closely with them.  We communicate on a consistent basis and if we are unsure of something, we either email or pick up the phone and ask!  Not such a bad thing, right?  Right…for the most part.

But what happens when you have a client who works for someone else and the project you were assigned to work on not only has your input, but your client’s input and his/her boss’s input as well?  This was the situation that I found myself in today.  I have an ongoing project that I have been working on for a client of mine and it was brought to my attention late last week that I wasn’t doing things exactly as I should be.  What??? I was following all instructions given to me and asked questions as they came up, just to make sure.  Somehow, that wasn’t enough.  Come to find out, my client was new to working with the other person and the lines of communication weren’t always clear.  Therefore, what was told to him was then told to me.  Sound familiar?  It reminds me of that old telephone game we played as kids where one person would say something to someone and then that person would turn to another and repeat what he heard.  The message heard last is never what was initially said.  Fun game, but frustrating, right?  We’ve all been in similar situations at times, but it’s how we deal with them that truly matters.

For my client’s part, he owned up to the miscommunication and confusion and I apologized for any additional issues that may have arisen due to my lack of knowledge.  I didn’t have to, but I thought it was the right thing to do under the circumstances.  I didn’t want my client to get into any trouble for something that I had inadvertently done. 

When there are too many people involved in a single project it can get messy.  Not only do you have to figure out who all the players are upfront, but you have to make sure you know what is expected from all and how each individual wants the project done.  Phew!!!  

Too many hands in the pot can be a disaster if you don’t know all the details.  That’s why I try not to get involved in these types of situations as they can cause undue stress, poor communication and job performance; but sometimes it’s inevitable.  Will I continue to work on this particular project for my client??? Absolutely!  But, you can bet I will be asking even more questions from here on out so that this situation doesn’t happen again.

Have any of you experienced similar situations?  If you have, what did you do and how was the situation resolved?  I know we all could use additional suggestions for the future and I’m looking forward to seeing yours!

A New Plan of Action-A Refocused Journey

Over the last couple of months, I’ve had the feeling of being scattered with my projects and tasks.  I sat down this past week and wrote out a new plan for me and my business…and it feels great!  It takes time to figure out what works best for one working from home.  It just seemed to me that as soon as I finished one client project and begin working on another I would lose my focus.  My thoughts were scattered all over the place and it was becoming more difficult for me to switch gears and get in the mindset of the next client’s particular needs.

So I sat down and came up with a list of skills that I felt I was most productive at.  In doing this exercise, I came to the conclusion that working with select clients whose tasks/projects related or closely related to that particular list of skills was where my productivity was truly proven.  In order for me to establish the best possible working relationships, I had to choose who I wanted these clients to be and then let the others go.  It wasn’t an easy task, but it was what was best for the clients and for me.  If you’re anything like me, you form personal relationships with your clients and saying goodbye is never easy, but definitely a must. 

I will now only be working with 5-6 clients on a contract basis.  I can now focus my time and efforts on my clients’ mundane tasks and they can focus on growing their business while still having peace of mind that their business is being taken care of.  This decision already feels like a burden has been lifted.

During this time of feeling “scattered” I just wasn’t myself. I was cranky with my kids, my husband and even the dog! Then I realized I needed to pull myself together and take care of the issue.

If things aren’t working out, just don’t seem to be going according to plan or if you’re just not yourself – take a close look at your working situation.  Maybe you need to regroup and refocus.  I know it worked for me.

Have a wonderful Labor Day weekend!

5 Silly Things Most Virtual Assistants Will Go Through

Have you ever had one of those days that seemed extremely short while you were living it, and then extremely long when you look back and see everything you accomplished in such a short time? Yep, that’s how my day has been. Well, I almost missed my Monday post due to an unusually long To Do list today. :) Forgive me for being tardy?

By the time I even sat down to write about my latest battle with my newest WordPress client who also purchased Thesis (my most favoritest WordPress theme ever <- tiny bit of sarcasm there) I realized that I didn’t even want to think about it again for the rest of the night. LOL! So, I am going continue that little beauty tomorrow (truly, it is turning out very nice even if I do say so myself ;) ); and tonight I needed to search for a little comic relief. We all need to have a laugh every now and then, keeps the spirits high.

I hope you can relate to some of these jokes the way I do. Here are some things you might have done (or will do) as a virtual business owner. ;) You know you are official when:

1. You’ve said “OMG” or “LOL” out loud… and no one was in the room to hear you.

2. You have gone in to your email program/website to check it and it says “no new mail”; so in disbelief, you immediately click on “check mail” again

3. You’ve had to work from some type of makeshift virtual office at some point or another within the past year.

Virtual Office Humor

Cartoon Credit

4. You are addicted or are in recovery of an addiction to Facebook (or other social networking service).

How would you know if you are addicted to Facebook?

  1. You check your Facebook account more than one time every hour
  2. You visit sites that list reasons about being addicted to Facebook
  3. Your profile has so many applications that it takes several minutes to load
  4. Your dreams (or nightmares) involve people writing messages on your wall
  5. You’re one of the few people who actually use Facebook chat
  6. You tag photos immediately after taking them with your camera phone
  7. You have several Facebook friends that you’ve never actually met in person
  8. Before you accept a job you have to find out about their Facebook policies
  9. People don’t invite you out without Facebooking you about it first
  10. You tell (….force) more people to join facebook
  11. The world “poke” is no longer considered something physical to you
  12. You like to receive meaningless gift icons and you like sending meaningless gift icons in return
  13. Reading this list reminded you to do something on Facebook before finishing this list
  14. You join a new Facebook group on a daily basis

List Credit (slightly modified)

5. You’ve lived through an insanely pointless phone call to some customer service department somewhere (probably even just out of the goodness or your heart)

True Story Example:
My Aunt passed away this past January. Her bank billed her for February and March for their monthly service charge on her credit card, and then added late fees and interest on the monthly charge. The balance had been $0.00, but had now grown to somewhere around $60.00.

I placed the following phone call to the bank:
Me: “I am calling to tell you that she died in January.”
Bank: “The account was never closed and the late fees and charges still apply.”
Me: “Maybe, you should turn it over to collections…”
Bank: “Since it is two months past due, it already has been.”
Me: “So, what will they do when they find out she is dead?”
Bank: “Either report her account to the frauds division, or report her to the credit bureau…maybe both!”
Me: “Do you think God will be mad at her?”
Bank: “Do I think God… excuse me, what did you say?”
Me: “Do you understand what I was telling you… specifically the part about her being… dead?”
Bank: “Sir, you’ll have to speak to my supervisor!”
(Supervisor gets on the phone)
Me: “I’m calling to tell you, she deceased in January.”
Bank: “The account was never closed and the late fees and charges still apply.”
Me: “You mean you want to collect from her estate?”
Bank: “…..(stammer)” …. “Are you her lawyer?”
Me: “No, I’m her great-nephew, but feel free to contact her lawyer at: XXX-XXXX”
Bank: “Could you fax us a certificate of death?
Me: “Sure.”
( Later, After they have gotten the fax. )
Bank: “Our system just isn’t setup to handle this…”
Me: “Oh…”
Bank: “I don’t know what more I can do to help…”
Me: “Well… if you figure it out, great! If not, you could just keep billing her… I suppose…don’t really think she will care….”
Bank: “Well…the late fees and charges do still apply.”
Me: “Would you like her new billing address?”
Bank: “That might help.”
Me: “Fredrickson Memorial Cemetery, Hwy 19 and plot number 233.”
Bank: “Sir, that’s a cemetery!”
Me: “Yes sir, that’s what we do with our departed loved ones.”

Story Credit

One last silly joke just because I like it:

Give a man a fish and you feed him for a day.
Teach him to use the Internet, and he won’t bother you for weeks!
;) Ok, that’s all I have for today. Try to laugh more off this week, and if you know of any other fun stories please do share!

Making the Most of Networking

In the spotlight today is Virtual Assistant, Charity Van Vleet of Eagle Eye Web Services.

When I started working from home years ago, I never expected to find value in networking. That was what employees did and I wasn’t interested. I expected to be at home, in my comfy clothes, music blaring, not a care in the world, while doing what I loved. I quickly realized I would be out of business if I didn’t make some changes. No one knew about my business! Even though I did hundreds of proposals in the beginning, had a website and an active Social Media campaign, and was in search engines, I still wasn’t getting the steady volume of work I wanted. Sure, my business was doing well but I wanted more than to just do well. After some trial and error, I found face-to-face networking to be a vital and crucial part of my marketing strategy that revolutionized my client base. Here’s four quick tips which have helped me make the most of my networking time and money.

Keep your focus: Networking by itself won’t pay the bills, but can generate additional clients and revenue over time as well as invaluable business contacts for services your business needs. Start small, with one or two groups and don’t over-commit. A local Chamber of Commerce can be an excellent source of business and community involvement. An industry specific networking group in your area would be a good choice as well. Try to keep your networking groups to no more than 3 – 5 high quality groups and cultivate relationships with the members. Attend regularly and get to know others. Also remember to set a networking budget and include membership fees, meals, gas, mileage, parking, tolls, and advertising costs (for those flyers and business cards you’ll be handing out).

Work the room right: Networking is a skill that’s built over time. Cultivate conversational skills by focusing on others and asking open-ended questions. Seek to learn all you can about other people and other industries. Don’t rush from person to person collecting business cards (I see this often and it is extremely annoying. Don’t do this. Ever!). Focus on meaningful conversations and finding common ground. Consider your meeting a success if you have 2 or 3 solid contacts that you’re excited to connect with. Don’t try to push a sale. It’s okay to plan some icebreaker questions in advance like, “What do you do?”, “Where are you from?” “What do you like most about what you do?” “How did you start your business?” Then just relax, and let the conversation flow naturally.

The Three F’s: Follow up, follow up, follow up. Don’t waste your networking time and money by neglecting the all-important step of contacting those people you had a conversation with. So often I send emails to people I met or call them and never hear from them again. Schedule a one-on-one appointment to find out how you can help them with their business. If it’s too difficult to do a face-to-face appointment, then schedule a phone conversation. Make it clear that you’re interested in getting to know them better and want to learn how you might be able to help them with their business. Go beyond the one-time sales element and build a relationship. That will bring you more sales as well as respect in the long-term.

Forget about Competition: Someone there does the same thing you do? Don’t skip them! Befriend them and offer to collaborate. Everyone’s skills are unique and so is their knowledge. Use that as an opportunity to trade tips and tricks, work together on big projects and subcontract overflow work. The possibilities are endless!

Charity has over 15 years of business experience and owns Eagle Eye Web Services. She is passionate about small businesses and their owners, focusing on helping them grow and stay profitable.

Website: http://www.eagleeyewebservices.com
Blog: http://www.eagleeyewebservices.wordpress.com

Your Inner Dialogue is a Self-fulfilling Prophecy

What kinds of thoughts do you have? Are they positive or negative?

  • I am so tired.
  • I am never going to get this done.
  • This client is so picky they are driving me batty!

If these are thoughts that you are having on a consistent basis, you might be guilty of self-sabotage.

A bad mood will often lead to a bad day. Your outlook often gauges your success. If you try to gain a client but keep thinking, “Oh my gosh, I don’t know if I am good enough!“, then you can bet that they will not be sure if you are good enough.

Positive affirmations are a great way of changing your insecure thoughts into ones that lead you to a confident and more fulfilling life at work or home.

new opportunities affirmation

Try saying something like this out loud. Hearing it in your own voice, is like giving yourself a pep talk everyday.

Remember, your thoughts are often your self-fulfilling prophecy. The good news is that they are not set in stone.

Credits:  Positive Affirmation, Photo