Jul

20

Summer Speaker Series: Forty-Two Speakers in One Month!

Filed Under Coaching Programs, Resources, VA Articles, VAA News, Virtual Assistance News, Virtual Assistant Events | Leave a Comment 

Erin Blaskie hosts Summer Speaker Series: Forty-Two Speakers in One Month!

 

My colleague and dear friend, Erin Blaskie, is hosting the first annual Summer Speaker Series featuring an amazing line-up of speakers including James Roche, Christina Merkley, Sheri McConnell, Alexis Neely, Allana Pratt, Lou Bortone, Viki Viertel, Lynn Scheurell, Kathie Thomas, Debbie LaChusa, Wendy Weiss, Terri Z, Donna Gunter, Diana Ennen and so, so, so many more.Here’s the deal… She’s featuring TWO speakers PER DAY for the entire month of August (not including weekends because really, who likes working weekends?)

The best part is that this amazing series of speakers is priced VERY affordably. It’s going to be one of the hottest events of the summer and you’ve got an invitation from me!

Simply click through this link and register today. You won’t be disappointed and I’ll be there to speak as well!

You can purchase a seat in one track, two tracks or get audio downloads included too (along with your live seat) so what are you waiting for! I’ve heard there is a cap of 200 people due to the bridge line and with the speakers involved, that won’t last long!

Visit and register now… ‘see’ you on the calls!

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Apr

15

The VA Matchmaker

Filed Under Coaching Programs, VA Programs, VAA News, Virtual Assistance News | Leave a Comment 

Erin Blaskie has created a new service called The VA Matchmaker. The VA Matchmaker features 30+ virtual assistants that are all individuals she has coached, trained or otherwise worked with. She has worked with them via The VA Coach or through her own practice here at BSETC. Here is more information from Erin’s website:

So, what are the benefits of this service:

  • You have access to 30 people who all have varied skill sets. Gone are the days where you are searching out the right people for your delegation and outsourcing needs. This gives you access to all of the assistance you might need. The best part, you can utilize anyone on our team and receive one invoice per billing period as opposed to three or four (or more!)
  • You have a security / safety net. Whoever said there is safety in numbers was right! If your VA has ever disappeared, became ill, taken a vacation, etc. you know what I am talking about when I say that sometimes it’s hard to put your entire business into one person’s hands. With our service, you have a team to fall back on should anything like that happen.
  • The virtual assistants on our team have a great support system. Not only do they have access to me on a regular basis to ask questions and get advice from, they also have each other. We have a service called ‘Team Space’ where they get to ask each other questions and get advice from each other on how to do certain things. In the event that they can’t do something themselves, I’ll put someone on your team who can!

How do you get started?

The VA Matchmaker is already accepting clients and we’ve already made a few successful matches (and we only opened our doors last week!) To get started, pop over to The VA Matchmaker and read through the steps there. It’s really easy and I’ll be there to walk you through it! Start down that path to finding your perfect virtual assistant!

So are you ready to get matched up?

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Apr

6

101 Ways To Use A Virtual Office Assistant

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Click here for more ways to use your virtual assistant!

Bookkeeping

  • You need to pay your bills. You mail or fax them to the VA. The VA sets up a checking account with payment authorization (or online bill payment services) for both of you. The VA prepares the payments and enters them into accounting software that you can also view from your own computer. The VA notifies you how much money to deposit into the account and pays the bills, or mails them back to you for signature and mailing.
  • You need to keep track of your accounts payable and receivable. As bills are paid, the VA enters the transactions into accounting software, reconciles bank statements, enters credit card transactions, prepares invoices, makes and/or enters deposits, and prepares end of month reports.
  • You need to invoice your clients. You send an email to the VA with the number of hours to be billed to each client. The VA prepares and mails the invoices.
  • Your association needs annual dues renewed. The VA prepares the invoices, mails them according to schedule, receives payments, and deposits them into the association’s account. All transactions are recorded in accounting software and sent to the association via email (zipped file), FTP transfer or diskette/CD.
  • You have account receivables that are past due. The VA mails past due notices and follows up via telephone to collect on past due invoices.
  • You prefer to pay your own bills, but need monthly bank reconciliation. You mail the VA a copy of your check register and bank statement; the VA enters data into accounting software and reconciles the account. The accounting software report is sent back to you via zipped email attachment.
  • You prefer to pay your own bills, but need reminders to pay in a timely manner. The VA reminds you by email or telephone when due dates arrive.

Secretarial and Telephone Services Read more

Apr

4

5 Ways Virtual Assistants Can Help Podcast Producers Without Doing Anything Technical

Filed Under VA Articles, Web & Tech Articles | Leave a Comment 

by Leesa Barnes

There are certain parts of producing a podcast that many podcast producers absolutely hate. After mixing and editing an audio file then encoding it into an MP3 format, many podcast producers dislike the administrative parts that come with publishing and promoting their podcast.

This is called podcast administration and this is an area that many podcasters would love to farm out to someone else. A virtual assistant is in an ideal position to learn what these tasks are, and then offer podcast administration as an additional service.

You don’t need to be technical or a programmer to know what to do. Instead, you just need to understand the steps involved so you can become a dream to a podcast producer, especially if this podcaster produces more than one podcast for themselves or for a bunch of clients.

Here are five ways virtual assistants can help podcasters:

  1. Submit podcasts to podcatchers. Part of marketing a podcast is submitting them to podcast directories, otherwise known as podcatchers. As a virtual assistant, you can offer this service by collecting the information about a new podcast from the podcast producer. Then, you can submit the podcast information one-by-one to podcatchers.
  2. Update the podcast producer’s blog with the new episode info. Once the newest episode of the podcast is sitting on the server, you can write the title, description and episode notes. Then, you can post directly to the blog (if you were added as a contributor), or just simply email the details about the episode to the producer. This task is especially helpful if a podcaster produces podcasts for multiple clients.
  3. Visit iTunes (and other podcatchers) to ensure it has picked up the newest episode. Since 80% of podcast listeners use iTunes to access podcasts, you can help a podcast producer by checking that the newest episode of their podcast is showing up in iTunes.
  4. Offer transcription services. Whether you transcribe the podcasts yourself or find someone who does, as a virtual assistant you can offer this service. Be proactive and transcribe an episode of a podcaster you want to work with, email it to the host, and then offer a pricing sheet so they can make a decision to hire you.
  5. Monitor listener feedback. Listeners can post comments to the blog, send an email or call a comment line (depending on what the podcaster set up). If a podcast producer is managing more than one podcast, monitoring this feedback on his or her own can become overwhelming. As a virtual assistant, you can provide much needed support by keeping an eye on this feedback and collecting it in a way that helps the podcaster.

Whether you offer all these services, or just one or two, adding podcast administration services to your virtual assistant business will help busy podcasters focus on podcast optimization, marketing and monetization strategies.

© 2006 Leesa Barnes. All Rights Reserved Worldwide.

An Internet maverick with a solid technology background, Leesa Barnes helps businesses use podcasting to drive search engine traffic to their website and build profitable relationships with their customers. She is co-author of Jump Start Your Podcast and she comments on podcast optimization techniques in her blog called Podonomics. Visit http://www.leesabarnes.com and sign up to receive a free ecourse called 5 Ways a Podcast Can Boost Your Search Engine Ranking.

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Apr

2

The Secret to Success by Erin Blaskie

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I was delivering a one-on-one coaching call tonight and my client asked me the question of, ‘How did you become so successful so fast?‘ and at first I paused and thought about that. How did I become successful in just three and a half short years?

The first thing I thought of was, ‘Am I successful?’ and that question alone could have taken me ten minutes to think about an answer to so instead of ponder that, I moved on. I thought about what I had done over the course of my time in business and I thought about what had allowed me to achieve so much in such a short time.

Before I go into my secret to success, I want to illustrate what I’ve accomplished in three and a half short years. The thing is, most people come to my website, see my services, see the title ‘virtual assistant’ and think, ‘Okay, online administrative professional.’ The truth is, I’m so much more than that.

I am a born entrepreneur. Everyday when I wake up, THIS is what I was meant to do. I do it very well some days and not so well others. I’m the navigator of my own world and therefore sometimes, I admittedly make mistakes. I have grown so much and learned a lot about myself as both a business owner and as a human being.

Through all of that personal and business growth, I’ve accomplished many great things. I’ve built a successful (and booked solid) service-based business at Business Services, ETC. I’ve built a coaching practice that I absolutely love and where I can give back and teach and inspire others to do what I do. That’s at The VA Coach. I have also recently launched a matchmaking service where I can help entrepreneurs find their perfect (and trained by moi!) virtual assistant at The VA Matchmaker. I have a mastermind (membership based) business launching with a VA partner in a few weeks and I’ve got a rudimentary site at The VA Training Club ready to help train and educate VAs on the things that I feel make one more marketable.

The thing is, I’m a lot like the clients I serve. I’m not just a task-based assistant whereby the client illustrates exactly what they want me to do. Instead, the client tells me what they want to achieve and I go forth and make it happen. I also make sure that I understand the inner workings of every possible business someone may want to create so that I can advise my client on what works and what doesn’t.

So, why do I share that before I get into the secrets of success? I want you to know that I work really hard and that anything, absolutely anything, is possible if you put your mind to it and follow the things I am about to share with you.

1. The Speed of Implementation.

I can’t take full credit for this. I mean, I’ve always done it but I didn’t come up with that line. I don’t really know who originally said it but I saw it on an Eben Pagan video (posted to my blog a few blogs back) and it resonated so well with me. To be successful, you must take your ideas and implement them - FAST. Don’t hold back and don’t dilly-dally with details and with trying to be perfect. Get it up there and out there and tweak as you go.

2. Using Your Strengths & Delegating the Rest.

Don’t try to do everything yourself. Let’s face it - we all know you’re brilliant but to be successful, you need to learn that you aren’t the best person to do everything in your business. Read the E-Myth Revisited for a great take on what it means to wear many hats as an entrepreneur. It’ll make you realize that you should focus on what you’re good at and then delegate out the rest. Find the right people and they’ll pay for themselves.
3. Surround Yourself with a Good Support System.

This is essential. I’ve always been blessed with a great support system. My family has always supported my dreams and has never held me back (even if some of them - like wanting to be a millionaire before I turn 30 - seems far-fetched) and my husband is numero uno in terms of providing me with space and time to grow and build my business. Learn to surround yourself with positive people and rid yourself of the toxic people.

4. Only Do What You Love to Do.

I try to implement this daily. I don’t do anything I don’t love to do. Why? If I do things I don’t like to do, I run the risk (the high risk) of doing a poor job at or taking light years to turn it around to my client. We’re not meant to do everything. We’re just not. It’s the same with clients - we’re not meant to work with everyone. We’re meant to do the work where our passion lies and where our heart is because THAT makes us successful.

5. Only Work With People Who Energize & Inspire You.

This is really important. While it sounds similar to the support system, this refers more directly to your clients and/or customers. I’ve had an interesting entrepreneurial life thus far and I’ve met both really amazing clients and other clients whose styles did not mesh well with mine. I’ve come to learn that I’ve got certain characteristics that not everyone can get used to - for example, I only do scheduled calls due to my busy work schedule - and if the people I work with can’t come to terms with that, we won’t work over the long-term. So, find people that you are inspired and energized by and who embrace your talents and understand the way you work.

6. Limit Your Overhead.

Don’t do things in a complicated way. I swear to you, for everything you want to do in your business, you can usually do it on the cheap AND get a really professional result. I’ve hardly spent any money on marketing or advertising for my business. Aside from my website, I have very little marketing overhead. My websites are done inexpensively too because I do them myself. I understand that not everyone has that talent but do your research, stay in the green and you’ll become more successful. Think of how much less stress you’ll have when money is not an issue!

7. Be Aware of Your Human-ness.

I love this one. I often find that in the land of the entrepreneur, too many people forget that they are human (or that those they are talking to are also human). What I mean is that often times, things are done or said that would never be done or said if both parties were standing in the same room. Treat your fellow entrepreneurs with respect and you’ll go a lot farther. This too is something I’ve learned as I’ve grown as a business owner and moved out of that ‘corporate’ mindset.

8. Be Generous.

Don’t be afraid to give away information or help out your fellow business person for nothing in return. I don’t mean start giving away your services for free but sometimes, provide advice or give away an ebook and do it for free. Don’t ask for a favor in return and don’t ask for payment. Just do it. It feels great and people will remember you. Michael Port, a past client of mine, said (or quoted - I can’t remember in the moment I write this entry) “Long after you’re gone, people won’t remember what you said but how you made them feel.”

What are your keys to success? I know I could list more but I have a fear of posting novellas to my blog that no one will read.

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Mar

31

Growing Your Virtual Assistance Team by Erin Blaskie, The VA Coach

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If you are a savvy virtual assistant looking to grow your team to be able to fulfill more of your client’s needs (and to service more clients!) you may have wondered what steps you should take.

When growing a team, the first thing to think about is what you will delegate. Determining this is probably going to be your first challenge. You’ll need to sit down and figure out what is going to be the easiest stuff to send to an assistant so that you don’t spend a lot of time managing it or having to review all work that was completed.

The first thing to do is to think about all of your current clients and whose work is the easiest for you to delegate. What I have found in the past is that it is good to begin with the recurring tasks. Those which you need to manage or do every day, week or month for your clients which you can easily put an assistant on. This will help you to focus on the larger aspects of projects and not the easier, recurring tasks that need to be done.

Another thing that is helpful in deciding what to delegate is to look at the things you are doing for clients or in your own business which are things you don’t like to do. By ridding yourself of the things you dislike doing in your business, you will then make room for the things you do like to do which will make you more valuable to your clients. If you are only doing that which you love, you will naturally be better at it which means your results will be better and your clients will be happier.

Once you’ve made a list of the things you know you would like to delegate, its then time to make up a list of the skills you will need someone to have to complete those tasks. Think about all aspects of the task and the software or specific programs you use to complete the tasks. Make that list and create a secondary list of personal qualities you would like that person to have.

Building a team isn’t just about outsourcing your work but also building a safety net for your business. If you are sick or you want to take vacation, you’ll need someone to cover for you. Especially as your business grows. You want to make sure this team member is reliable and trustworthy. The thing is, you don’t want your client to feel nervous about outsourcing work to you and allowing you to manage something and then not have you there at times when you want to vacation or have personal issues to deal with.

In order to prepare for your quest for a team, think about this aspect as well. Make a list of the things that you would need that person or persons to know should you become ill or take a vacation. When you are putting together your ideal assistant profile, make sure to include these skills and personal qualities as well. This way, you’ll be sure to find the absolute best person for your business.

Once you’ve done all of the things below, you should be well on your way to creating an ideal team member profile. This process shouldn’t be taken lightly and a lot of thought should be given to the type of person that you need inside of your business.

Lastly, before building a team, get clear on your arrangement with them. Do you want them to sign a non-compete? Do they need to have a confidentiality agreement on file? Think about the things you want to do with each team member you bring on and create a checklist.

Having an agreement in place is key. You want to protect your biggest asset which, for us in the service industry, is our clients. You also want to protect your own ideas and products to make sure that they too aren’t going to be compromised should you run into a not-so-great team member. I always get my team members to sign a confidentiality agreement and a non-compete agreement.

Please let me know if you have other questions surrounding the expansion of your team and moving to a more well-rounded virtual assistance business.

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Mar

29

Create a Process for Anything You Do More Than Twice

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In your business (and in your work for clients) are there things that you do more than twice? I am sure there is. I am also sure that if you were to look at your day-to-day tasks, you’ll find more than just one or two things like that… You’ll find a whole slew of them.

In my business, I have a rule. If I have to do anything more than twice, I create a process for it. It doesn’t need to be a huge, drawn out thing but rather just a simple process. For example, if I am writing e-mails to people and using the same text repeadtedly, I will just create a little stock response, paste into my Basecamp for safe keeping and use it in future to send out the same message but to different people.

You can do this with everything. It’s also important to keep processes for client work because if you ever get ill or need to take vacation and someone else steps in for you, it’s important to make sure that they can do that easily. It’s also nice for your client to know what it is you do should something ever happen to you.

So, don’t be foolish in your business operations (I mean that in the nicest way possible) but instead, if you do something more than twice (or once for that matter) create a process and move on. With all of that time you’ll save, you can go and watch your favorite show guilt-free!

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