The Virtual Wire

Stepping Into my client’s shoes

I had great fun last month as I stepped into my client’s shoes.  One of my clients decided to take an impromptu holiday.  She felt burnt out and need some serious TLC, and she turned to me and asked me for my help.  Of course I can hold the forte for her whilst she was away.  It was an eye-opener because it really allowed me to experience what my client does on a daily basis. 

Talk about “hit the ground running,” I had to keep up-to-date with her calls, her team members, dealing with all product issues, updating communication and forging forward with company growth.  It gave me a stark, but realistic insight into her world.  If it was possible I wish I could do this for all of my clients.  I have been working with this client for over 5 years, and even though I know her and her business in-depth, there is nothing that could rival this experience for truly getting me to understand who she is, and what she does. 

The funniest thing is that even though there were some people who would only feel comfortable in dealing with my client, and therefore arranged to connect with her upon her return, there were so many others who just saw me as her replacement and wanted to work with me as they do with her.  This really allowed me to get to grips with the nuances of her business.

And then there was the added and unexpected bonus to this experience.  Upon my client’s return we were able to sit down and map out a growth plan for the next 6 months, based on her renewed energy, and creative downtime whilst away, AND my new insight on her business.  What a win, win!!

From my client’s perspective this was soooo successful that she has already planned her next break in October, and I will be taking the reigns again.

Pretty cool, huh!!

Now I know some of you want to try this, or have done this for your client’s before.  Share some comment love, and let me know what you think of “stepping into your client’s shoes.”

Positive and negative mindsets

I am not sure about the purpose of this article, but I just wanted to talk about the strength of negative or positive mindsets.

I interviewed with a client recently who wanted someone to manage her radio show and social networks.  She said to me more than once in the interview that these avenues “do not make money for me” and that if she spent time doing them she would have to allot herself time in her schedule as if she was her own client, and “she wasn’t prepared to do that.”  Now I am not saying that either of these statements are wrong, but it is the approach and the mindset that sounds off.  

For instance social networking activities are supposed to eventually increase revenue, so although they don’t make money now it is an investment that reaps rewards down the line.  Maybe she was partly thinking that, which is why she wanted a VA, but that is not what she said!  Also I agree that she should not be doing this work because she should be working with her clients, but to say that she is “not prepared to treat herself as a client,” again illustrates that she is in the wrong mindset.  

I remember coming away from this conversation thinking that she would struggle to get success with her social networking because of her mindset and subsequent energy that she was putting towards it.  I would confidently say that her mindset needs to change, wouldn’t you?

Suffering from social networking overwhelm?

I've found a great blog article, and want to share it with you today.  Its title says it all:  "How to Manage Your Time with Social Networks."  

I've come across many "experts" advising me how to use the various networking sites.  In fact, I'm tiring of their advice. 

This post from Meryl.net, however, hit the mark for me with her short list of tips and solid, practical concepts.

My favorite tip is her first one: "Tell yourself that no one can keep up with it all."  (I guess I simply needed the reminder.)

And ... I appreciate her summary:

"Don’t let social networking overwhelm you. You’re the boss of your time and very few can be all over the place on a regular basis. Instead, take a step back and prioritize. Having a profile is better than nothing. Besides, you can point to where people can find you."

I've been re-thinking and rearranging work schedules and commitments in my own business and daily  activities -- a type of life management exercise.  It's a skill that continually needs attention, I've found. Determining what is most valuable and understanding then what can be left out is not necessarily easy.  It is, though, critical - avoiding overwhelm can be achieved! 

What have you found that helps?

The Fortune Is In The Follow-Up

In the course of everyday life, we are constantly meeting people that we can connect to each other.  Perhaps a girlfriend you had lunch with last week is looking for a new gardener.  Or one of your Virtual Assistant colleagues is in need of a recommendation for a Graphic Designer to build her new website.  Or, you meet a prospective client who seems to be ideal for you and is interested in learning more about your services.

How good are your follow-up skills?  Do you make the connections you promise to make?  Do you get back in touch with folks when you say you’re going to?  And most importantly, do you have a system to make sure that all of your necessary follow-ups get handled in a timely manner?

If not, it’s OK.  This is an easy problem to fix and the benefits are priceless.  It is really great for you to be known in your online and offline communities as a connector.  Connectors become the “go to” solutions for all sorts of problems and you’ll find that you get to meet lots of interesting people along the way.  While you personally won’t have the answer to each person’s problem, having a wide network of resources to refer to positions you as a generous, valuable resource in the eyes of everyone you meet.  And you’ll be pleasantly surprised at the amount of referrals that come back to you, because you are constantly referring to others.

So the next time you attend a networking event and collect business cards of people you want to stay in touch with, promise to connect a friend to a resource or meet a prospective client who is perfect for you, commit to follow-up with those individuals within 24 hours.  Keep a stack of simple, high-quality note cards with you so that you can follow-up with folks via good old fashioned snail mail.  Or send a quick email to introduce the two people you want to connect.  You can also follow-up with a quick phone call.  Whichever method works best for you is fine, but be sure to schedule a few minutes out of your day to keep your promise in this regard.  

I’d love to hear your favorite follow-up tips!  Do tell by leaving a comment below!

Business ownership and moms

I've written here about Women Business Owners a couple of times, and each time I read through the statistics, I'm amazed. 

As we approach a day set aside here in the USA to honor a special group of women, Moms, it's a great time to recall these facts about women who own and operate businesses. 

Many of these women mentioned in that report are moms, too.  The term "mompreneur" has sprung up as a result of that growing number of mothers operating their own businesses.  That's a big deal!  Receiving that kind of PR and recognition for the role women who are mothers and business owners play in our society today is astonishing to me.

If you're reading this and you are playing the role of business owner and mom -- why not take a moment (okay, more than a moment, if you're able) to reflect on your wonderful and amazing achievement!  Not only are you loving and nurturing a child (or grandchild), you're nurturing a business, too! That's huge!

Something to celebrate, don't you agree?

Who are your “Power Partners”?

As you are networking both online and offline, do you make it a point to look for opportunities to partner with other service professionals?  Even other Virtual Assistants?

It’s easy to look at another entrepreneur as a “competitor” and close our minds to potential business relationships.  This really comes from a scared “lack” mentality where one may think another service provider has the potential to “steal” business from us.  But, that viewpoint can be counterproductive.  It’s far better to look for ways to collaborate, not compete.

The next time you are attending a live networking event or even meeting someone online, take a few moments to get to know them.  For example, let’s say you meet another Virtual Assistant who lives in your town.  Get to know her.  Find out something about her business goals.  What services does she provide.  You may find that although you are both VAs you have two different focuses and could work together on certain projects or refer business to one another.   The two of you could easily become “Power Partners”.

Additionally, when you meet another service provider, such as a Bookkeeper, find out who her ideal clients are.  What type of businesses she works with.  What challenges her clients are facing and what her specialties are.  Perhaps  the two of you could become “Power Partners” and serve both of your audiences in a bigger, better way.

The point is, be open to the possibilities of collaborating with others.  Operate your business with a spirit of abundance.  There is certainly enough opportunity to go around and being positive in this regard makes us much more attractive business people.  And building strong collaborative relationships will help you to grow your business, increase your exposure and gain some great friends along the way!

Working from home---the balancing act: Three steps to being totally engaged and professional

Do you just *love* your office?  Creating the environment that your clients would feel good working in is a good gauge for the WAHM.

Working at home doesn’t equal success.  To produce our best work, we have to be at our best.  This involves the “space” both physically and mentally that we create and work from. 

We can be based from home and not be focused or engaged in our client’s business the way we need to be. Has that ever happened to you? Here are three steps to regain your focus:

Step 1. Create a "feel good space"
First, create the space by de-cluttering and organizing the important pieces of my personal life.  It’s impossible to embrace someone else’s clutter; problem or issue if we cannot control our own.

Step 2.  Set a budget and live within it
Next, create the greatest space that you can have within budget.  Trying to achieve the feeling of going to work creates a sense of engagement.  For me, when I open my office door, the sign goes on mentally “open for business”--if the environment is appropriate. 

Step 3. Set boundaries, then honor them
The aforementioned dovetails with my final point, that of creating the office-hours that the family and clientele respect.  These boundaries will enable the virtual business owner to be engaged, while working from home, and to feel like you're really “at work” though the business is based from home.  It should be as if a “flashing light” were going off in a recording studio.  You know the one that says “on air”.  It’s an immediate indicator of “DO NOT DISTURB”. 

Engagement means different things to different people.  But to a client that is paying “top dollar” for our services, it means feeling like they are the center of our universe, even if we are multi-tasking other client priorities.  While on the phone, or in person, we have to “Be Here Now”.  That’s one surefire way of letting the client know that you are engaged.  The work product will reflect our presence in previous interactions.

Note:  Photo compliments of the Columbus Dipatch (Kellie Manier)

Social networking the twitter way

Doesn’t it feel like a lot to learn?  Do you even understand tweeting, twittering, hanging with your “tweeple”, or the various other great phrases that have grown out of the Twittersphere?  So this great new way of building your business online, of networking with fellow business owners, or simply making new business friends can totally be baffling, and the thing is not everyone agrees on how effective Twitter is or isn’t. 

So to help you on your way, here are a few good blog articles that I came across about this whole new medium called Twitter.  See here and here, and also here is a great commoncraft video that was shared by our AssistU trainer in a Social Networking class that I recently took.

Tip: for great introductions to all things social networking plus more, see CommonCraft

Part of the problem also, is knowing who to connect to.  Well here is the definitive small business list of people who consistently support, empower and provide great info for small businesses on Twitter, and of course, our very own Stacy Brice, made the list as well.  See it here.

And finally see what Piddy Diddy has to say about twitter.  It is a light-hearted approach to what we can all get out of it, and it shows primarily that he has understands that he needs to be, at least in part, tweeting authentically, i.e. he needs to do some of it, and not just pass it onto someone else to completely control for him.

My Powerful Productivity Plan

As I am on a mission to systemize my business (and my life for that matter), I ordered David Allen’s book “Getting Things Done” and just got it in the mail yesterday.  I’ve only read the first few pages, but the introductory words reached out and grabbed me right away:

“It’s possible for a person to have an overwhelming number of things to do and still function productively with a clear head and a positive sense of relaxed control.”

REALLY???  Who knew!  I’m thoroughly excited about the contents of this book and about applying it to my daily routine.  The “positive sense of relaxed control” truly resonates with me as I don’t particularly mind having too much to do, it’s the chaotic frenzy I can’t stand.  Can you relate? 

So, as I continue on my ’09 theme of “Organize and Prepare”, I’m looking to implement a powerful productivity plan (P.P.P.) into my business life and invite you to come along for the ride!

Tell me, what is your favorite productivity tip? And if you have read and/or applied David Allen’s “Getting Thing Done” system, how have you benefited?

I look forward to “hearing” your comments!

Here’s to positive relaxed control!

Remaining open to the possibility of good things

Despite the current state of affars, which we're all more than slightly aware (I'm assuming, I know, but I cannot imagine otherwise), I'm choosing to carefully guard my attitude. 

Yes, I'm choosing to guard my attitude; I do not want to succumb to unconstructiveness - in any shape or fashion.  It's not easy, of course, although, who says it needs to be? 

Owning a small business, or working as an independent, self-employed professional or solopreneur requires an enormous amount of tenacity, courage, perseverance, and more . . . as you have found (I'm preaching to the choir, eh?). I imagine you've discovered, too, that maintaining a good, constructive, healthful attitude is key to managing this process.

I don't have a specific how-to list for achieveing this. Mostly, because I believe your list would be uniquely yours - just as we find motivation and inspiration in various places.  The point is that each of us find what works. 

I am remaining open to the possibility of good things . . . I'l be looking for them!  I like framing it this way, it makes it utterly believable for me, despite what others are saying.  

I hope you find what works for you, and work it!