Your Virtual Assistant Partner

This is an interesting concept… one that has different connotations for different people.

Last night I was researching and surfing the net for ideas and ran across this article from Karyn Greenstreet with tips and ideas on finding and working with a virtual assistant. In this article she talks about the idea of the Virtual Assistant as a partner, it made me stop and think.

“Some VAs are taught that they should be a “partner” with you in your business. On the surface, this sounds great. However, I have heard too many horror stories about VAs who did things without asking permission, from modifying website text to changing established class titles”

When I am talking with clients, both perspective and current, are we clearly defining that role together?

Personally I consider myself to be a partner in the success of my clients business. But! I think that the term partner needs to be defined.

I like this definition of partner from Wikipedia:

“A friend who shares a common interest or participates in achieving a common goal.”

And this one from Dictionary.com:

“A person who shares or is associated with another in some action or endeavor; sharer; associate.”

Each of these definitions include the word share and that is a key part of my own personal definition. As a virtual assistant my role is to support you, my client, using my skills and expertise. For some clients that means an occasional project here and there and for others it means stepping up to a bigger role of working in their business on a daily basis.

Being a partner also means getting to know your business and being able to say, “Here is what I can do for you” and not just asking, “How can I help?”. There is a difference.

As a virtual assistant who works closely with a client you see and understand the dreams, the goals and the overall big picture. When you commit time and resources to that big picture you have a vested interest in helping them succeed.

You understand their vision, you see what needs to happen and can create a suggested plan of action to get them there. As a VA, this is an exciting place to be.

It does not mean the VA takes over and makes the decisions,  it does mean we tap into our education and knowledge to share with you tips and strategies that we see would make a positive impact on bringing that vision to life. Together we decide if this is a course of action that will work.

The word partner is a collaborative word, not an independent word.

How do you define the word partner?

Moving from Firefox to Chrome

I have been a diehard Firefox fan for a long time. It is completely decked out with just about everything I needed within reach of a click of the mouse. It did everything I wanted it to do….

First my HTML signature plugin stopped working….

My Facebook toolbar decided, nope don’t wanna any more…

Then PDFs wouldn’t open up in the browser, it would actually freeze up the entire system and take long minutes to reset to the point I could use it again.

Then Gmail would take forever to open and then get stuck in the “loading” step without really getting to loading.

Last but certainly not least… Firefox wouldn’t always open up!

It was becoming a waste of time and way to frustrating but was unsure what to do. Internet Explorer and I have not gotten along in a very long time, Safari yeah it was okay and Google Chrome was actually not to bad but all my settings were in Firefox, what’s a girl to do?

Then lo and behold first I hear about Wisestamp… cool now I can get my HTML style signatures back in Gmail, even in Google Chrome! (Okay it is only 2 signatures but after living with none, I’ll take it!).

Next I find that my Xmarks will indeed work in Google Chrome, now we are talkin’.

My bookmarks once again sync between computers.  Sweet!

Best of all… Chrome opens up right away… now I am back up and running. If you haven’t checked out Google Chrome out yet, you might want to.

WordPress Wednesday: TweetMeme Button & Installing Plugins

Oops… I realized after the video was made I highlighted the wrong plugin, got the name right thought! Here is the website of the plugin I have started using:

http://tweetmeme.com/about/retweet_button

A super simple way to start a conversation with your readers, plus you can also retweet your own post and share.

How to find & hire a VA – Tip #2

What type of virtual assistant do I need?

This is a question that surprises many people, what do you mean by type? Yes there are types! Not only are there different specialties but there are types and each have their place. It is a question you need to ask in order to find the best fit for you.

1) Task-Oriented: This type of virtual assistant you can send a whole big huge list (okay maybe not a WHOLE big list but you get the idea) of tasks that you need done. The VA will then tackle that list, mark them as done, send you feedback on what they found and you are off to the next round.

What could be on this list?

  • Keyword research
  • Internet search for resources of just the right gift for your client
  • Assemble a list of article marketing sites
  • Update a database…. I could go on but I won’t ;)

2) Big Picture Thinker: This type of VA, is in it with you for the long haul. They get to know you and your business, they share your vision and are dedicated to its mission. You have shared values, work ethics and views on customer service.

They can become a strategic partner:

  • Helping you develop strategy
  • Keeping track of the pieces of the puzzle to launch your next project, website or eBook
  • They know your likes, dislikes and can tailor their work to meet your preferences
  • They can become an integral part of your team.

So which is right for you? In the end only you can answer that question. Remember to think long term, what are your goals in the next 6, 12, 18 months or 5 years? Are there projects you will need help with that you really don’t want to have to learn from the ground up? Is there a specific skill set you are looking for or level of experience and expertise?

If you don’t know… please ask! As a virtual assistant it is just as important to me that we are a good fit as it is too you.

It is possible to find out in the end, that you need 1 of each! It is not always necessary to pay your $40/hour VA to look up gift websites when a $15 or $20/hour VA could do it just as well – not that they couldn’t mind you! There are times when the convenience of working with one VA or VA firm is worth the extra expense, you will have to weigh the cost of convenience against your budget.

What type of VA do you think you need?

What is a double optin and do I need one?

To double optin or not to double optin, that is the question. The trouble is… there are great points to both sides of the argument.

The Pros:

  • Extra layer of protection against spam reports, you can show they went through the double optin process
  • Keeps your list clean and removes bad email addresses
  • Creates a more targeted and interested list to market to

The Cons (and it is a biggie):

  • It will slow your list building rate, not every one will want to go through the extra step of the double optin

With that said, I still highly recommend that you use the double optin process to reduce spam reports and creat a higher quality, more target list.

Most of the list services out there, make this a simple process to set up, make sure you find out their double optin vs single optin options before signing up. Know this ahead of time will help you decide which service would work best for you.

I’ll post soon, steps to improve your double optin rates and steps that need to be taken to let your subscribers how it all works.


How to find & hire a VA – Tip #1

Brain dump! Make a List.

You know you need help, you know it is time to start looking for a VA or specialist to outsource. But where to start, what to outsource?

Here is your first tip – make a list of everything!

Administrative:

  • What tasks do you do during your day
  • What takes you longer then it should
  • What do you really not like doing
  • What do you not know how to do

Projects:

  • What has been on your to-do list forever
  • What is on your project wish list

Marketing:

  • Are you being able keep up
  • Is there more you could be doing on Twitter but need help
  • Have you started your Facebook Fan page yet
  • Do you have articles that need to be submitted

Website/Blog:

  • Are your blog posts getting published
  • Do you need to upgrade your WordPress
  • Need to add a new special report optin to you site

Shopping Cart:

  • Do you need to clean up your database
  • Do you need new autoresponders set up

Keep track during your day of what you do, how long it takes and if you like to do it or not.

This is the foundation of your search for a virtual assistant. You need to know first what you need help with before you can decide what type of va you need.


How to leverage your boundaries

You can start exercising that boundaries muscle and by taking time off but there are times that no matter how important it is you just can’t seem to get there. Or you get there but you work literally the entire day before to get ready to take time off and extra hours the day after to catch up.

That is what has happened to me, more than once! That is when I realized, that this virtual assistant, needed a virtual assistant! Yep even VA’s need VA’s. One of the best decisions I made was to start outsourcing and get a bookkeeper, oh yeah, that was fun! The next team member I brought on was someone to help with newsletters, both for my clients and for me. Oh yeah, that was even more fun!

Consider it this way, outsourcing to a virtual assistant is really all about exercising that boundaries muscle. You are leveraging your boundaries. You betcha, you can leverage a boundary.

How to leverage a boundary:

1) Outsource what you are not good at: Put a boundary on what you do not know how to do or have time to learn and get your focus back on your strengths. By biz coach, Justin over at LukasCoaching.com and I talk about this quite a bit. Your day to day activities should be 80% in your strengths, the other 10% working on the weak areas.

2) Outsource what is not revenue generating for you: If it is not one of your strengths or it does not generate revenue for you, it is actually costing you time and money. Neither one is good and together a bad combo to deal with.

3) Outsource what has been on the back burner for too long: If you are like most entrepreneurs your project list and wish list is a mile long and you can’t seem to get to it. Even though you know it would help your business and move it forward. Getting it off the back burner and front and center for your VA is leveraging a boundary and putting plans into action.

Learning to leverage your boundaries is another area that will take some practice. Outsourcing is not easy at first, it is hard to relinquish control – good ole’ entrepreneuritis (I have to do it all myself syndrome).

But guess what… relinquishing control and outsourcing, empowers your team to get the job done, leverages your boundaries and moves your business forward while still are taking time off, not bad!

What is a creative entrpreneur?

You may have noticed my tag line and wondered what does that mean.

Simplifying the lives of creative entrepreneurs one task, one project at a time.

One of the best definitions I have found of creativity is from the healthline.com website:

The ability to create inventions, produce works of art, or solve problems using an original, novel, or unconventional approach.

That last part “solve problems using an original, novel, or unconventional approach”. Now doesn’t that sound like a quiticential quality of an entrepreneur?

As small business owners we develop the need to offer our skills, knowledge and experience in an environment other than a corporate one. It is a pull that cannot be ignore, the opportunity to present what we do best in a unique and creative way.

If you haven’t had a chance to yet I would highly recommend checking out the film that is currently in production called Shine. This movie is a collection of stories from entrepreneurs, why they are entrepreneurs. I’m not sure that you will see a more impressive collection of creative and inspiring people.

Enjoy the trailers to the movie, they will make you smile, chuckle and probably realize, yep that’s me!yes

WordPress, Blogger or Typepad? Oh My!

Why a blog?

A blog is one of the perfect places to start your social media marketing campaign. In fact I have heard it suggested more than once that it is the cornerstone.

A blog allows you the opportunity to produce fresh content which the search engines love and your followers will enjoy.

So now you know a little about the why, lets take a look at the what.

What is the best blogging platform for me?

The big names you have probably heard before, WordPress, Blogger and Typepad. But what is the difference?

Hosted Blog – Blogger.com, Typepad.com & WordPress.com
A hosted blog is where your blog, your content, is stored on their servers.

Self Hosted Blog – WordPress.org
A self-hosted blog means that it is installed and hosted on your server.

Which one do I choose?

There is a lot of talk about which one is best and there can be heated discussions regarding the pros and cons. When asked I will always say that a self-hosted blog is the way to go. However, the truth of the matter is, that it is a personal decision, features that might be very important to me, may not be as important for you. I do think that you need to do your research and see what others say and what the advantages are of each option. I have listed a few points below to get you started.

Some Pros of a hosted blog

  1. You can literally be up in running in minutes
  2. Very easy to use for the complete beginner
  3. No need to sign up for a web hosting service – WordPress.com & Blogger.com are free – Typepad does have a low monthly charge.

Some Cons of a hosted Blog

  1. There is always a danger of your blog being deleted or access blocked by the hosting service (I have heard horror stories!)
  2. The web address to your blog will always advertise their service, it will always read: mydomain.blogspot.com or mydomain.wordpress.com etc.
  3. On some there are links at the top that will take you to the next blog that the service hosts. You have no control over what pops up next. Their content could be family friendly or not, it could mirror your opinion or have the exact opposite.

Some Pros of a self-hosted blog

  1. Your domain will not advertise someone else’s service
  2. Full customization, it can look exactly like your site (This site is a perfect example – I have used the WordPress.org blogging platform as my site – full integration between website and blog)
  3. An incredible array of plugins to choose from. Plugins will extend the capability of what your blog can do.

Some Cons of a self-hosted blog

  1. Not necessarily a d-i-y project, it certainly can be, but it will require time, research and trial and error
  2. It does take longer to set up and customize
  3. You will need to pay for web hosting

What it all boils down to is what you are looking for in a blog. Take some time and write out the purpose of your blog, where does it fit in your marketing campaign. Make a list of the different features your blog should have.

I have seen amazing examples of highly successful blogs on both hosted and self-hosted sites as well as terrible ones.

Personally I believe that in the end, the time and effort you put into a self hosted blog is worth it.

  • You control the hosting
  • You control the customization
  • You control what and who you are advertising

What platform do you use right now? What other pros and cons can you think of?

Say, do I really need a shopping cart?

My answer is… maybe. Let’s talk about this one.

Let’s take a look at where you are right now and then take a look at what your goals are for the next 3, 6 and 12 months.

Most likely these goals will include list building, selling eBooks, audios or starting a newsletter. All of  these goals are an effort to build a larger marketing base. If this is part of the plan then yes, maybe a shopping cart is for you.

But… do you need a full featured shopping cart? Or just an auto responder  or newsletter service  to get you up and running? This is where knowing what your desired end result is important. Lets explore the differences.

A Newsletter service like Constant Contact offers an incredible array of templates where you can quickly and easily drop in your newsletter copy. You can even import your own HTML design.

Pros: This type of service includes easy maintenance and for many is a great place to start. Even the novice can jump in and get up and running quickly.

Cons: What it doesn’t offer is a full fledged Auto Responder (AR) feature, which is an important option for any internet marketing campaign. Constant Contact does have an AR option but it is very limited.

An Auto Responder/Newsletter Service like Aweber is great, a wide array of features that include newsletter templates and the ability to import your own HTML design. It also includes a fully featured auto responder, one of the best in my opinion.

Pros: They offer a smooth optin feature for your visitors and easy management of names between lists. A great set up wizard to help you cover all the steps in starting a new list. Plus! Great tech support.

Cons: What they do not offer is a shopping cart function that can be linked to an AR. There are ways around this of course by using outside vendors such as Paypal. This will require more set up time but it can work quite effectively. In the end for some this will be a huge obstacle for others it could be the perfect solution.

Shopping Cart / Newsletter / Auto Responder service such as 1ShoppingCart / Professional Cart Solutions / Cartville….. (same cart – different names) is another top choice. You can start with the basic auto responder package then upgrade to the shopping cart when needed and even upgrade to the digital product download & affiliate program modules.

Pros: For many this is THE place to start as it will grow with you. All of the features you need in one package, no outside programming needed to integrate the different functions. They too offer great technical support.

Cons: A shopping cart service will take a bit more leg work to get up and running. It is not hard but will take some up-front training to do it on your own as there is no wizard to walk you through each step.

Each service offers you a wide array of options and each has its list of pros and cons. In the end it will depend upon your goals and what you have planed for growth, please take the time to evaluate up front and save yourself a lot of work later on down the road.

Not sure what might be best for you? Check out our Starter package – we can work with you to look at your current situation and future goals. Together we can create a plan of attack to get you up and running as quickly as possible.

Want to listen instead of read?