The Virtual Wire

What's your main message?

In a recent conversation with my friend (and fellow teacher) Cynthia, she told me she had come to realize that she was a "bridge builder". Where she could, she tried to forge bridges and connections between people (who should be connected). I liked that. I'm an ardent--some might say intensely passionate--proponent of communication and personal connections. I thought about what she said, and then was able to tell her what one of my main messages was.

I am a barrier breaker.

I try to diminish or 'destroy' barriers that are in the way of effective connections or communications. A similar take on Cynthia's message? Yes, I think so. In describing this part of my personality, I'd say that when barriers become clear to me--barriers that have or will cause distance between two or more people--I seek to dismantle or disarm them. It's frank; granted. It's sometimes intense. But the only way to do it is to acknowledge there is a barrier, and then directly confront it. One can do so compassionately, and I'd like to think I'm in that category.

So what are your main messages? What major benefits, canny or uncanny, do you freely bring to the world and the people in your world? Let us know ... that would be nice.

Does that compute?

One sunny, Saturday afternoon--when I should have been out enjoying the weather, but wasn't--E showed me a very dated article from Canadian Living. The title, "Make sure you compute", said it all ... well, it did at the time. I think I can update things a bit, as the article was dated October, 1991!

"Computer skills are now a workplace necessity." Imagine that. The heady 1980's, ushering in the era of personal computers, had just passed. In the early 1990's workplaces were in the throes of furnishing themselves with computers, or upgrading what they had, and investing in the latest and greatest software. The single most in-demand software program was (drum roll please): WordPerfect. In the early 1990's I was making a living from WordPerfect, having mastered many of its intricacies. Microsoft Word was running a close second--and oh, how a lot of marketing would soon change that--as was Excel to the then very popular Lotus 1-2-3. Around that time, I was doing nation-wide seminars on the two programs just mentioned.

Today, in my virtual assistance practice, I rely very heavily indeed on technology. I sometimes take or make telephone calls with a Bluetooth enabled headset. I use collaborative software to help manage my, my client's, and sometimes aspects of my community's files and projects; on that note, I've already said in the past that I love Groove. By the time you read this I will have learned about yet another new collaborative tool: Central Desktop (thanks Kathy). Periodically, I use tools like FileZilla (an excellent, and free, FTP client) or LogMeIn to access my PC remotely.

So I know I "compute", and that ties back into the Canadian Living article.

The question the article ended up on concerned the life cycle of one's computer skills. Though I'd argue the connection they made with WordPerfect when they said "Good programs don't die..." (not that it isn't a good program, but it has petered away to much of the world), I agree with their advice about training. If you don't specialize in one piece of software, or one suite, it's always wise to keep abreast of "future trends". On that note, yes, I'm looking ahead to the new version of Windows and of Office; both of which will be publicly available by this time next year.

The education piece

A huge part of my life, since the late 1980's, has been my other career hat: that of the trainer, presenter, and teacher. My interest in being on that end of education came about because I had a very keen interest in computers, and I had some university exposure to communications studies (public relations, public speaking, interpersonal skills, etc.). The two seemed to form the perfect blend in the late eighties. My first break was with the head office of a national drug store chain, and my first crack at teaching in a classroom environment came about with Seneca College, when I joined their continuing education faculty.

The richness in the classroom, and while spending time (and learning) with my teaching colleagues, does have its parallels; in fact, one of them is the richness I experience with fellow virtual assistants. The best place to do either is in person. Two weeks ago, I did both! I had an interesting conversation with Cynthia (a fellow teacher and friend), and many great conversations--and connections--with virtual assistants, while presenting at and attending FoVA 2009. FoVA itself, by the way, provided me with the opportunity of education and virtual assistance. Nice.

The education piece I'm speaking about can simply be called sharing. When both teachers and students are in abundance, have abundance to share, and have desire, the mix is extraordinarily rich.

Having been a trainer, presenter, and teacher for so long has brought one immensely important fact home: some teachers don't know what they are--but should--and many students, myself included, should take advantage of the teachers who are already there for them.

Say it out loud

There are so many sometimes funny, sometimes useful, and sometimes poignant truisms about what we should or should not, can or cannot do in life. One of those that has popped up for me recently is the just ask rule. Ask the universe and it will answer.

Did I say that out loud?

Asking isn't the same as whining or complaining. I've lived quite long enough, thank you, to learn that rule over and over again. Wait a tick; if I've had to learn it more than once, maybe I haven't lived quite long enough! Asking isn't the same as hoping, though hope is sometimes a good start. Asking isn't the same as demanding, or as being pushy or arrogant. Nor is asking the same as being insistent. Yikes: I've really gotten myself into it this time. It seems I know quite a few things about what asking isn't, and haven't nailed down what it is.

Asking, for me, has become a process with several logical, thoughtful steps. First, I have to admit to having a need or a desire. That has been tough--very tough--for me at times. Not that I'm without my selfish side, but rather, I guess I've been available to the many, and sometimes unavailable to me.

So my process begins by admitting to a need; a genuine need. Then there's some work involved in determining the length and breadth of that need. I guess I'm defining it at that stage. Then there's the acid testing, sometimes doubt-infested stage of the process, where I wonder if it really was or is something legitimate. Is it even important? If I get past that stage (and no, that stage doesn't always appear in the process), I then need to define and expand upon the need. What is it, exactly? Could I define or explain it if I had to? Then I ask myself, before saying it loud (after all, I may not need to say it out loud), if it's anything I can do for myself. Do I have the power within me, or the talent, or the raw ingredients, to just do it for myself? If I do, by any conceivable manner, then the process is over and I go off and do it if I can.

If I can't do it alone, or need assistance, then comes the hardest part. At that point, I better consider asking, or consider abandoning my 'need'.

Perhaps the real need is to ask?

I may still be left with choices, but the choices are sublimely and subtlety easy: I can "ask the universe", or I can ask someone I know. Chances are, I do know someone who I could ask, and who might even have it within her power to answer, or better still, to help. Even if the help means a lot of hard work for me, it's still help; and it's powerful. Ask turns into action!

I'm getting much better at asking "out loud" ... whether of the universe, or of a person I know. In turn, I'm gaining clarity and insight, and yes; answers and help, followed by actions.

Choosing an online e-mail marketing provider

To date, for clients in my virtual assistance practice, I have used three online marketing/list services: 1ShoppingCart, Constant Contact, and iContact. I have also had a passing glance or brief exposure to AWeber and Volusion (shopping cart software). To a certain extent, I know my way around Constant Contact, and iContact (this does not make me an expert), but frankly, admit to struggling a bit with 1ShoppingCart.

Each e-mail marketing/shopping cart product just listed—and there are more than those!—has its own unique feature set, strengths, and weaknesses. As I said, I’m not an expert, but to my knowledge no one product “does it all”.

I’ve done a lot of investigation into 1ShoppingCart, and traded my share of support e-mails with them (which I think they’re very good at). My research and limited experiences tell me, for example, that 1ShoppingCart is more difficult to use, but is perhaps the best product for e-commerce, and is very good with autoresponders and e-mail marketing. If you don’t need the e-commerce component, AWeber probably comes out the winner, and is reportedly easier to use. Constant Contact does not have a ‘native’ shopping cart built into it (they have a shopping cart interface called ShopSite™), but they have recently added online survey capability. I used Constant Contact for a client when I first started my VA practice, to create and distribute newsletters and 'e-vites'. iContact is easy to use, in my opinion, comes with hundreds of templates, and is a less expensive than Constant Contact. Unlike Constant Contact, iContact’s survey feature comes with the base price. AWeber also has autoresponders (something that iContact and 1ShoppingCart have, but that Constant Contact lacks).

Regardless of where you’re approaching this from, I highly suggest that you do two things before you make a decision on which solution or system is right for you.

First, do your “due diligence”. Read through the features of each product offering to find out if they have what you need (or perhaps answer the needs you never knew you had). Second, if possible, get advice from someone who currently uses one or more of these products; I think the VA community is a great starting place for that!

Mixing, mingling, and learning with my peers

It's coming up fast: the second annual edition of FoVA (the 2009 edition of the Forum on Virtual Assistance). The first conference was held in Toronto, Canada and this upcoming one will be held in very scenic Niagara Falls, beginning June 3, 2009.

I thought the first one was a feat in logistics, considering it's a conference of and for virtual assistants. Way to go Barb! In 2008, I was honoured to not only participate, but to sit on a panel of experts, and talk to the subject of education, training, and standards in our industry. This year's edition has expanded in terms of days held, half and full-day seminars, workshops, and social events. This year I'm presenting a 90-minute session on Windows Vista and Office 2007 tricks, short-cuts, and other fun stuff. But there's so much more happening than that! There are many other experts that will be there: you really should check it out! I'm thrilled that two of the people directly responsible for my virtual assistance training and mentoring will be there: can't wait to see you, Stacy and Dawn! And friends and colleagues I've talked to, corresponded with, or worked with (hey Pam, Barbara, Michelle and many others I know and admire) will be there too. Incredible. Incredibly inspiring!

Some may ask what value is a conference of and for virtual assistants (and I would add, associated colleagues and vendors)? Others may wonder why or how we can have a multi-day conference in such hard economic times. I would answer all such inquiries with two questions. One: is it wrong to to support your colleagues, friends, and industry? And two: what better time to spend [reads, invest] a little money than in bad economic times?

Right now, careers and businesses and lives are not in a 'business as usual' mode. We know this, and if you haven't been directly affected or impacted by it (I have been), you know someone who has. So if you're a virtual assistant, or directly associated with this field--and if you can afford to--right now is the perfect time to bolster the industry. Being part of a conference, contributing your energy and ideas, and pitching FoVA is a big way to bolster the industry. Whether or not you're able to attend our event this year, I urge you to take a serious look at it. Look at the commitment. Look at the people coming, and look at the talent.

Ours is an industry that holds onto its values, and that will not quit. We're growing. Come grow along with us...

The VA as Captain and First Officer

Okay, so I’m an unabashed Star Trek fan; a Trekker versus a Trekkie. E and I, and my brother-in-law, went to see the new Star Trek movie this weekend. (Our movie going triad is a tradition, by the way). I’m giving it a 9 or 9.5 out of 10. On a serious, inspirational note, it got me thinking…

As a virtual assistant (VA), I’ve often considered myself Captain of my ship. If I had a navigator, well, I’d instruct him where to steer the ship. If I had a communications officer, I’d make sure she kept me in constant contact with my extended ‘crew’ (HQ, and the many colleagues I work with). If I had a First Officer, well … wait a sec; I do. It’s me. Now that’s strange. Or is it?

Number One, as s/he is sometimes called in the world of Star Trek, advises and informs the Captain. My alter ego? Not sure about that, but I can safely say there’s more than one Captain in my world. There’s me, as the Captain of my VA ship, and there are the Captains I have partnered with and serve alongside; they are my clients. I think, then, that Number One is busy in two worlds; advising himself (in my case), and providing expert advice, help, and assistance to other Captains who in turn have their own ships.

From one “Captain” then, to others, I’m compelled to say, and genuinely mean the following: I respect you and your businesses. Whether my ‘ship’ is as large as your own, whether our approaches differ, and whether I defer to your expertise or put my own out there for you on full thrusters, I admire you for what you’ve done with your life and career. No easy feat: and I should know. Whether ships in the night that are aligned, even in their individual purposes, or emblems of ideas put into practice, there is much to be said about what we’ve accomplished on our own, and together.

As they’re sometimes wont, our respective ships may occasionally experience erratic behaviour. While I can’t guarantee how quickly I can put them back on course, I can say “Aye. I'm workin' on 'em.”.

Listening between the lines

One of the most interesting things I find in both my career worlds (virtual assistance, and teaching) is nuance and subtlety. I think of myself as a fairly aware person most days, but still catch myself saying "what just went by?" sometimes. Was I listening carefully? And don't I tell my students ad nauseum (okay, maybe not that much) to 'pay attention'?

People can say an awful lot in a very few words. And people can hide (secrete?) a deeper meaning in a well crafted sentence or two.

Recently, I had a conversation with a good friend. Everything was going well until, on my asking her for clarification, she revealed the 'world'--forward and backward through time, and many nooks and crannies never before fully explained--in two or three sentences. She hadn't intended to do that (in my opinion); it was simply a very honest exchange. I haven't stopped thinking about that conversation...

One of my VA clients is a woman of few words, sometimes, and often says a lot in a few words. On occasion, I struggle to ensure that I caught everything that was said: even in the unsaid. Ultimately, I'll ask for clarification if I need to.

I've gotten into the habit of thinking that when someone seemingly casually mentions something, well, it was only the mention that was causal. They want that thing! This is either me being proactive, or me being psychic (don't get reimbursed for that, but it helps), or a bit of both. And using the time honoured technique of echoing back, I can usually find out if I was right. In any and all cases, if I read something that might be there, I began to prepare for that eventuality.

Most intelligent, thinking people listen between the lines. It shows that they are listening. It shows that they care. It shows that they're fact gathering, ready to ask questions, and/or ready to act.

What color are you today?

Our environments--external and internal--affect us more than we may know. One of the biggest players is color. Whether the color of a room, of a plate, or the color you use to describe yourself and your mood, color implies, denotes, defines, helps and hinders.

Most of the time, I strive to start out the week with a solid purple foundation; in this case, it denotes spirituality (and perhaps wisdom). I want 'purple' to underpin everything I do. And most of the time, it does. I rarely dress in purple, but depending on the shade, it can work for me. Once I've set my inner tone, if you will, I want my outer demeanor to be cheery and warm and inviting. That's yellow, in a nutshell. I teach, and I maintain a small client base in my virtual assistance practice, so it seems to me that 'yellow' should greet my clients and students alike. It usually comes naturally to me. I love wearing black, but when I want to make a more down-to-earth impression, I wear brown (the new black, sometimes, depending on which fashion expert you listen to). When I am 'brown', I'm down to earth--makes sense--and strong and confident.

The remarkable thing about the meanings of colors (About.com has an interesting take on this, in its Psychology pages) is that the world is replete with experts on their significance, and how they're used in psychology, nutrition and food, and chromotherapy; to name but three.

The meanings of colors also have two other things going for them (or against them), and this is true of every symbol you care to investigate: there are color complements and contrasts (opposites), and there are the subjective and objective layers to deal with as well. For example, the yellow I mentioned earlier, if painted in a room or in the form of paper, can cause eye fatigue. Here’s another example: while I may see brown as strength and confidence, others may see it as boring and dull. How you or I see any color, may in no way match the objective meanings assigned to it by so many experts.

As this week got underway, my ‘purple’ was a bit shaken. My ‘blue’, instead of creating a feeling of calmness or authority, was turned inward and taking on a contrasting meaning. Right now, I’m trying to move back into the good blue, and the cheery yellow.

What color are you today?

Stand by for Microsoft Office 2010

Did you know that Microsoft’s code name for Office 2007 was [is] Office 12? Now you do. Can you guess the code name for the next version of Microsoft Office? No, sorry, corporations (like Microsoft) continue to avoid the number 13 like the plague: Enter Office 14 (Microsoft Office 2010 as it will be called).

For those of you getting used to the Ribbon interface, well, good news … it will still be there, and based on some early screen captures (this one shows Excel), it looks pretty much the same.

So when the new version of Office is released (the commercial release of their common productivity titles is rumored to be in early 2010), in what ways will it be different than Microsoft Office 2007? For starters, Microsoft is not allowing public beta testing; curious. But besides that, one of the biggest changes has to do with the fact that it will be the first ever Office suite engineered for 64-bit computer systems. Perhaps looking at what’s happening now on the Internet, Microsoft will also release a web-based version of Office. Think of cloud computing and Web 2.0, and that last factoid will make sense.

When Microsoft did a complete redesign on its user interface for their Office 2007 line of products (what we know as the Ribbon), they approached it conceptually, and it was meant to mimic the process you and I follow when creating and editing documents. Their concept for various Office 2010 titles, according to Chris Capossela, senior vice president of Microsoft’s Information Worker Product Management Group, includes a “response to a shift in how people and businesses use technology today. The line between home and work has blurred, so people want more choice and flexibility in how, where and when they work.”

On that note, I’d like to give credit to all savvy virtual assistants, who have been living through and thriving on this “blurred” line. Perhaps the new version of Office will catch up to where we've been, and how we've been working for years!