New Virtual Assistant Affiliate Program

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Wow! Woke up to several messages from folks that ranged from honestly curious/confused to downright snotty and accusing. It occurred to me that if these people didn’t get the memo, there may be others who didn’t either, but just aren’t speaking up. So I thought it might be helpful to post a general announcement to shed some light on things.

On August 18, I sent an email to all my affiliate members letting them know that my old e-junkie affiliate program was being canceled as of Sept. 1 and asking them to be sure and sign up at my new store so they could continue to earn commissions on their referrals of  my Virtual Assistant business forms and tools.

Now lots of things happen with messages. Sometimes they end up in spam/junk mail folders. Sometimes they get glossed over and deleted. Sometimes ISPs, in their overzealous spam-fighting measures, block perfectly legitimate mail from reaching intended recipients. Sometimes people use spam-blocking programs that prevent email from reaching them. There are all kinds of things that happen beyond the sender’s control. If you didn’t get the message, I’m sorry about that but short of having a magic wand, I’m not sure what more I can do.

The other thing that I didn’t realize is that with e-junkie, when an affiliate is removed, an automatic message is sent to the affiliate letting them know they have been removed. The exact language it sends is apparently this:  “Your affiliation has been removed on [date/time]. Your affiliate links will not work any longer.”

Some people felt this was curt and were offended. To them I apologize, but all I can tell you is that I didn’t send this message, e-junkie did. I wasn’t aware that it sent a message like that. If I had been and it allowed me to, I would have edited it to include the reminder about why it was being canceled and a link to sign up again at the new store.

At any rate, below is the body of the message I sent to everyone on August 18. I’ve had record sales these past few months and I would love to be able to share the wealth with you and give you a little sumpin’ sumpin’ back for those referrals and recommendations you would be making anyway so be sure and sign up to be an affiliate at my beautiful new store!

IMPORTANT NOTICE TO AFFILIATES

Hi there!

Hope you’re having a lovely, productive, summerful week. :)

I won’t take up too much of your time–just wanted to send a quick, but important, note to all of you who are signed up for my affiliate program. First, I want to officially let you know that my new store is now on its own website at http://www.virtualassistantbusinessforms.com. Which means that I will be discontinuing my e-junkie store as of September 1, 2010.

If you wish to continue earning great commissions from your recommendations and referrals of my products to others, you’ll need to get a new affiliate link from the new store. It’s super, super easy–all you have to do is register yourself at the new store and then simply replace all your old e-junkie affiliate links (which won’t work after Sept. 1) with the  new one that will be automatically displayed in your account. You can get a clear and complete walk-through here: http://virtualassistantbusinessforms.com/affiliate-program

Also, in case you weren’t aware, I have a new premium product out called “How to Price & Package Your Support Based on Value & Expertise–NOT Selling Hours” (abbreviated title is “Value-Based Pricing & Packaging Toolkit”). It’s priced at $147 so your commission on each sale of that product would be $36.75. I could really use your help in getting the word out–this product is really going to help so many people. Of course, I never want anyone making recommendations unless they really believe in the quality of the products (particularly if they’ve used them themselves), so if that’s the case for you, nothing would make me happier than to be able to give back to you in this way for referrals and recommendations you would make anyway.

If you have any questions about anything, feel free to shoot me an email. :)

Many thanks!

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What Are You Most Proud of About Yourself?

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I can’t remember what got me starting thinking about this, but I know it was some little, innocuous thought that eventually led me to musing about some things that I’m really proud of about myself.

For one thing, I’ve always created my own opportunities. Like when my daughter was a little less than a year old and I was ready to get back in the workforce. I was still really young and at the time, the job market wasn’t that great. I ended up hearing about a volunteer opportunity at a family services organization and I thought it would be a great way to brush up on my existing skills, learn some new ones and gain some more recent references.

And it turned out to be just that… a really wonderful experience and opportunity all the way around that eventually helped me get into a great job working for the city/county and later, an even better job working for a labor union. I have always been proud of the fact that I created my own opportunity in that respect, as well as the fact that even though it was a volunteer position, I treated it as if it were a paid position. I showed up on time, every time, on the three days per week that I committed to work. If the organization had had more money in the budget, they would have hired me in a heartbeat, but even so, I gained an enormous amount of respect and admiration (and references) because of the dedication and helpfulness and skills I demonstrated while I was there.

Another thing I’m really proud of is the fact that I always pay those who do work for me. I got to thinking about this from a conversation I had recently with my guy. Somehow we got on the topic of this one really icky client I had way back in the day. I tried making a go of things with this client for about year, but I finally realized his lack of honesty and integrity simply wasn’t going to change.

This was back when I was still doing bookkeeping, in addition to administrative support, in my practice. This guy was always paying vendors late, he wouldn’t submit employee monies to the agencies they were supposed to go to, etc., etc. For example, he had a couple employees who were having their checks garnished for child support. Well, he was having the money taken out of their checks, but he wasn’t sending it in to the agencies. (I did the bookkeeping and completed and filed the various tax/business forms and reports, but he wouldn’t let me do any actual bill paying or transferring of funds.) And it ended up causing some very serious, stressful problems for these employees.

He also wasn’t turning in the social security, medicare and other taxes to those agencies. I tried to impress upon him that these weren’t monies that were his to play with. They belonged to the employees and it was really going to end up coming back to haunt him if he didn’t take care of these things. He was already going through employee turnover like crazy because of his shoddy treatment and practices. And all the while, he was buying himself Harleys, living in a condo beyond his means, and generally not depriving himself of anything whatsoever while stiffing everyone else. He’d make a show of acknowledging what I was saying whenever I brought it up, just enough to make me think he wanted to make things right. Always wanting to think the best, I ended up being strung along for far too long because the bottom line was he didn’t care who he screwed over or how.

Anyway, we were talking about that situation and it reminded me of how I have always paid everyone I’ve ever worked with. I’ve never stiffed anyone, tried to cheat them, or made them wait for payment. I think that is absolutely wrong and I’m proud of myself for always living up to that value and walking my talk.

So those are just a couple things I’m proud of myself about. What about you? What kinds of things in your life or business are you most proud of? I’d love to hear your stories!

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Another Reason I Can’t Stand Internet Marketers

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I was just listening to a podcast and something that was said reminded me of an Internet marketer who contacted me awhile back. She sent me a message on Twitter asking to talk with me. She didn’t say what it was, and I’m not interested in talking to just anyone, expending my time, unless I know what it’s about and I’m interested in it. Duh. So I replied with something to the effect of “Possibly. What is it you want to talk about?”

Never got a response.

Lord, I hate it when people do that. Don’t fricking waste my time asking me a question if you’re going to ignore me when I reply.

So whatever. Didn’t give it another thought until my phone started ringing off the hook a few weeks later. And I’m talking literally every single day, at least two calls or more from the same phone number, never once leaving a message.

Can we say I-R-R-I-T-A-T-I-N-G?!

Well, I don’t answer the phone. I simply don’t. I don’t need to. I’m not looking for more clients at the moment and if I were, I only talk to the ones who come through my website and go through my consultation form. And I’m sure as heck not answering anyone who refuses to leave a message. It’s phone harassment, plain and simple. If you don’t want to leave a message clearly stating your intentions–who you are and what you want–then I’m not interested. Simple as that. I might be running a business, but I’m a human being first and I refuse to deal with anyone who thinks they can treat people like a number and expects me to prostrate myself for their purposes. Have more respect for those you are calling and, gasp, you might get some back.

Well, after literally over a MONTH of this, whoever is calling from this number FINALLY leaves a message. At the same time, I get an email from this person. She states she is the Virtual Assistant to So-So Internet Marketer and launches into a short spiel about some program this Internet marketer is gearing toward Virtual Assistants, yada yada. Blech. I HATE those things because they are just exploiting Virtual Assistants. I absolutely detest those people. NO ONE has any business teaching VAs anything about Virtual Assistance except other VAs (and then, only the successful ones who have actual experience and substance to offer).

At this point, I’m thinking, how many hundreds of unanswered calls does this person need to get the message that “I’m not talking to you unless you tell me who you are and what you want.” And this is besides the fact that I’m really annoyed at this point and definitely not interested in speaking with anyone who engages in phone tactics like this.

So I reply to the email in the most direct way I can: “Not interested.”

And do you know they still continued to call me several times after that?!

This is all neither nor there. Just musing out loud. But it sure does bring me some feelings of gratitude today:

  • Grateful that I have absolute clarity about what I am in business to do (and what I’m not).
  • Grateful for my standards and boundaries.
  • Grateful that I make a lot of money and get to say “no” to crap (and people) I disdain or have no respect for.
  • Grateful that I’m not the poor schmuck having to take on that kind of work and make those kind of calls to people to earn a buck.
  • Grateful that I don’t have to be a telemarketer to make a living.
  • Grateful that I work with clients I love and respect (who do work I love and respect).
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Might be a Great Target Market for an Enterprising Virtual Assistant

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I love listening to NPR in the evenings. This week, they’ve been doing a three-part series about doctors in primary care. In this series, they reported on the catastrophic shortage of primary care doctors who provide basic health care (they make around $150,000 a year compared to the multiple six-figure incomes of specialists), and took at look at primary care doctors who were opting for solo practice.

As all of us solopreneurs know, going solo comes with some special challenges. We have to be more concerned about profitability and leverage. At the same time, as I’ve long been saying, small is the new big. Nothing wrong with those folks who want to be a big as they can get, but at some point, “big” begins to lose it’s structural and quality integrity. The left hand too often doesn’t know what the right hand is doing or thinking. And people become numbers and transactions instead of, um, people.

So anyway, in listening to this series, it occurred to me that primary care docs in solo practice might be a perfect market for an enterprising Administrative Support Consultant (Virtual Assistant). Some kind of knowledge or past background and experience in healthcare or family practice is likely to provide an advantage.

Big companies and corporations don’t really need what we are in business to do because their workloads are so big they really need in-house, dedicated staff–and can afford it–and because when they are interested, it’s more in the vein of impersonal, commoditized, transactional outsourcing as cheaply as they can get it. That’s not an easy way to make a living for the provider willing to offer that kind of service, and it inherently requires a much bigger business model that depends on volume business.

It’s the smaller companies and solos who really make for the best fit because they place more value in having a more personal type of ongoing support relationship that allows them to stay small (which many of us do by choice) while being as profitable and efficient as possible so they can give the best quality care and service to their clients. They see, understand and appreciate the value much more easily so it’s a much easier “sell.”

If I was someone interested in this market, what I would be doing is calling up a few of primary care solo doctors, taking them out to lunch (individually) and picking their brains about how they are running their practices, what kinds of administrative work are they fielding, who is doing what now and what areas might they see as not needing to necessarily be in the office, and offer up ideas and get feedback on other areas the doctor didn’t think of. Said enterprising Administrative Support Consultant (Virtual Assistant) could in turn, armed with this intelligence about how these businesses are run, what work is involved and where the doctors’ interests are, build a whole compelling message and practice around administratively supporting this very specialized target market. I see all kinds of potential and opportunity here!

It’s a group that certainly meets the first three criteria of a target market: 1) must be able to afford, 2) must have a need for the solution you’re in business to offer and 3) there must be enough of them that you can find them easy enough and there are enough to fill your practice. And because they are consciously and intentionally interested in being small, they are going to be very interested in your support because it will help them keep the quality of their practice while allowing them to be more efficient, streamlined and profitable.

Heck, I go so far as to say for any of our clients, we offer them an opportunity to actually improve or increase the quality of their own businesses because they can be more profitable and get more done with our help. On top of that, it will allow existing in-house staff to focus more on their core work, all of which again helps streamline and increase efficiency and quality. Just think of how much more and better patient care in-house staff can focus on giving (“practicing at the top of their license,” or doing what they are most trained to do) when they are freed from back-end administrative work that an Administrative Support Consultant can take on for them.

Here’s a link to one of the articles (which also provides an audio recording if you prefer to listen): http://www.npr.org/templates/story/story.php?storyId=129422386

Happy enterprising! (I’d love to hear from any of you who are already targeting this market or who are interested in looking into it. Let’s hear your success stories!)

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You Aren’t an Assistant

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One reason I think administrative expertise has for so long or so often not been given the same kind of respect as other expertise is that it is/was always paired with being an assistant, which is automatically/inherently subjugating.

You don’t have to be an assistant to be an administrative expert. Beware of Virtual Assistant “gurus” (many of whom weren’t successful in their own businesses or who haven’t run their own practice in decades–or worse, ever!) and training programs that are simply training people to be glorified assistants who only call themselves business owners. That’s not a new paradigm; it’s just another name for the same old thing.

I see so many Virtual Assistants struggling because of the very fact that they’ve been taught to be “assistants.” Which is exactly what limits their earning potential and creates practices that enslave them. It’s why we see many of them turning into virtual staffing/multi-VA businesses or starting their own training programs or professional organizations instead of supporting and collectively strengthening the established ones already in existence for the betterment of the profession. They think that’s the only way they can begin to earn better and not be buried in the work. But it’s a lie.

If you are running a business, you are not anyone’s assistant. The term “assistant” itself causes all kinds of problems, misaligned expectations and confusion about the nature of the business relationship, which forces you to do double-time in educating clients. Our lives could all be a lot easier without it. It’s why I’ve moved on to the term Administrative Consultant/Administrative Support Consultant.

Being an administrative expert and being an assistant are not one and the same thing. Pick one. Or do both if you choose. But know this–you absolutely do not need to be an assistant in order to deliver value and expertise and have very personal, collaborative relationships with clients. I know I certainly didn’t go into business for myself to continue to be anyone’s assistant, but instead to provide my administrative skills and talents to help people and practice the craft and expertise of administrative support.

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Get a Jump on Your Fall Cleaning

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Here’s an article published this week in The Portable Business™, which you can subscribe to here.

I’m not much of a spring cleaner… I’m more of a fall cleaner. To me, it’s the perfect time to start gearing up for the coming new year. One of the ways I prepare is by purging, regrouping and organizing. Below are a few activities you might to consider doing as well.

1. Organizing Emails. I’m an Outlook user. Personally, I like using folders to store and organize emails. The search feature fails to find mail I’m looking far too often to be a reliable method. So what I do is create folders under the “Deleted Items” section rather than in my “In” box area. I don’t keep a lot of folders. The only emails I am a packrat about are those to and from clients. I give each client a folder and under each client, I create subfolders for each month.

2. Deleting or Archiving Old Emails. Around the end of the year, I go through my list of folders and archive those of clients with whom I am no longer working. I keep six months of current client folders and archive the rest.

3. Taking Stock of Your Online Documents. This is also a great time of year to do a quick run-through of your document files and folders and see where you can reorganize, consolidate and purge.

4. Cleaning Out the Supply Closet. Okay, I’m sort of an organizing freak so this is something I enjoy doing periodically. Supply areas are places where we tend to put “stuff” and forget about. Again, this is a great time of year to clean out the old, give away extra or old equipment to someone who can use it, and make room for the new year with a clean slate.

5. Streamlining Hardcopy Files. There’s a lot of paper that I put into PDF and store online. I’ve also gone entirely electronic billing and online bill pay. However, paper is still a fact of life. There are just some things that are easier to read when they are printed out. And scanning printed materials to turn them into PDFs does create an extra job that you might not have time for. So for the paper that I do keep, I have five different hanging folder filing sections:

Green – client files
Blue – tax, licensing and financial files
Red – accounts payable
Yellow – employee and contractor/subcontractor files
Clear – subject files

For those folders that deal with date ranges, this is a good time to add a new folder for the coming year. For example, say you have a file for bank statements and you keep these in a folder marked with the current year. Now is the time to create new folders for the coming year and stick them in the file. Then at the end of the year, when you are pulling out old files (such as old clients you no longer work with, for example), you can also pull out all your 2010 folders for storage and you’ll already have the new 2011 folders ready to go.

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Dear Gritty VA: Should I Sign a Client’s Confidentiality Agreement?

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Dear Gritty VA:

I finally have a new client (who has signed the Virtual Assistance Retainer Agreement I ordered from you and customized for my business–thank you!). However, the client emailed me wanting me to sign a confidentiality/non-disclosure agreement which the owner forgot to give me at our meeting. Would that be necessary to do? –ST

Having a client ask you to sign a confidentiality agreement is a normal, reasonable request. And here’s why:

When working with clients, especially in our line of work, we are often privy and have access to their intellectual property and other proprietary knowledge, processes and information. Naturally, they wouldn’t want you to be taking their intellectual capital and proprietary information and using it for your own benefit, making derivative use of it in your own business, or in any way sharing or disclosing it to others. So the idea behind a confidentiality/non-disclosure agreement is that you’re basically making a legal promise that you won’t do that and if you breach that promise, they can seek injunctive relief and damages against you.

The reverse can also be true. You might have intellectual property and proprietary processes and information that clients become privy to that you wouldn’t want them sharing with others or repurposing for their own benefit. If you have any intellectual capital or proprietary information you want to protect, you might have clients sign your own confidentiality/non-disclosure agreement before working together.

But, as with any kind of legally binding contract, you want to be sure you know what you are signing and not signing away any reasonable right or recourse or be held to any unreasonable standard or liability. One thing in particular you want to look out for is any language that talks about you not working for anyone else doing the work you do. This is usually associated with terms like “non-competition.” (You’ll see this kind of language especially if they are using a generic agreement like you get at OfficeDepot or something—very, very bad idea as those things are fraught with terrible legal languaging and loopholes that expose both sides to liability.) If that kind of language is in there, you want to ask them to take it out before you sign anything. You’re a business and no one has the right to expect you to not work with other clients doing the very thing you are in business to do.

Another thing I want to mention that I see all the time in the VA world is this silliness about automatically providing clients with a confidentiality agreement. This is not your responsibility. That would be like a tenant providing the lease agreement to the landlord. Or a policyholder providing the insurance policy to the insurance company. The party with the confidential information at stake is the one who writes the instrument protecting and explaining the relationship, not the other way around.  So, if a client has IP they want to protect, it’s up to them to hire their own attorney and provide you with their own agreement. It’s not your job to do that for them and you could be creating more liability for yourself than is necessary.

And as the saying goes, I am not an attorney. This is not to be construed with legal advice, just my knowledge based on 14 years in business. I hope it helps, but when it comes to legal matters, you should always, always seek the advice and guidance of an attorney.

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Another Idiotic Post About Virtual Assistants

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Saw another idiotic post about Virtual Assistants come through on my Google Alerts. Articles like these are responsible for miseducating the marketplace into thinking Virtual Assistants are some kind of substitute employee–which they are not.

It’s also why we have so many new VAs coming into this profession thinking they are substitute employees filling a position. Just about every freaking article they read anymore talks about Virtual Assistants as if they were still working for bosses. They use terms like job, position, interview, resume…

These people are such morons. Once and for all–Virtual Assistance is NOT a job. It’s not a “position” on your “team.” It’s a business. And it’s not any client’s place to be providing job descriptions. If that’s what they’re doing, then that person is an employee–a telecommuter–not a Virtual Assistant. Virtual Assistants are service providers who run their own businesses and specialize in administrative support. They tell clients how they can help them and what they can and will do for them (as well as what they can’t or won’t), not the other way around.

And Virtual Assistants and clients had both better get it straight because the IRS will get to you sooner or later if you don’t. (I’ve known about this coming and have been telling people so since 2005.) Getting people to work for you from home is not a license to misclassify employees and be tax cheats. Virtual Assistants: run your business like a business.

And by the way, contractor, subcontractor, independent contractor… those are all terms that mean the same thing–business owner. There is absolutely NO third classification where an employer gets to hire someone to work like an employee but not report them as such nor pay taxes on them. NO SUCH THING whatsoever. Someone is either an employee or they are a business owner, regardless of the term they use (e.g. freelancers, independent contractor, subcontractor). And any business that farms out workers, virtual or otherwise, is called a temp agency or staffing agency and those workers they loan out to people are employees.

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Multitasking Is Out; Unitasking Is In

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Came across Bradley Moore’s post on “The Spiritually Astute Leader’s Guide to What’s Hot in 2010″ and loved his humorous, candid style. Number one on his list was of particular note since I’m a die-hard proponent of uni-tasking (perfect term!) and have been since day one. You just can’t focus on anything well and be fully present when you’re trying to focus on a million other things all at the same time. Be sure and read and follow the links to the studies confirming what us uni-taskers have known all along.

Media Multitaskers Pay Mental Price, Stanford Study Shows

The Key to Effective Unitasking

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What Is Your Pricing Saying About You?

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Here’s an article published this week in The Portable Business™, which you can subscribe to here.

Did you realize that your pricing sends a million messages to your prospective clients? Pricing is every bit a part of your marketing strategy. And no, I’m not talking about being the cheapest provider—that is always a losing proposition for both you and your clients. And here’s why:

1. What is your pricing saying to clients about you, your skills, your services and/or products? If you price too low, clients will view you as merely a commodity they can get from anyone, anywhere else. Low-ballers think that by pricing low, they will create even more opportunities to find clients. However, what it really does is open them up to an even bigger pool of competition–and not particularly good company (remember what they say about the company you keep). It’s a losing game and they have to work doubly hard just to get noticed and break even.

On the other side of the coin, clients correlate higher fees with higher skill and expertise. They expect to pay professional level fees where that’s the case. If you aren’t charging professional level fees, they innately think the skills and experience must be sub-par.

2. What kind of clients does your pricing attract? Cheap prices are a lightning rod for cheap clients. And cheap clients are the very worst clients to work with. They don’t value the work, they’re constantly trying to get something for nothing, and they nitpick and find fault with just about everything you do for them. Cheap clients are unprofitable and energy-draining to the extreme and cost you far more than you realize in your business.

You want to market to clients who have foresight and seek to invest in quality and expertise. These are the clients who understand that quality and expertise are far more valuable to them—and ultimately cheaper in the long run—than short-term cheap prices. They value the work and skills because they know how those things, in turn, help their own business move forward.

3. How does your pricing affect your operations and systems? If you have a complicated pricing structure or turn everything into a transaction, it makes it more difficult for clients to deal with you. And difficult, complicated and confusing is not good marketing. When your pricing and, thus, billing structure and procedures are complicated, you create even more administrative work for yourself. Whenever you have overly complicated, burdensome overhead and administration, that ultimately ends up detracting from your client service in one way or another. Simplicity is the name of the game. When you make your business easier to run, you make it easier for clients as well—and you have more time to serve them.

Likewise, if you aren’t charging enough, your business will not survive. You simply must charge profitably in order to stick around and continue to serve the clients who come to depend on you. You aren’t doing anyone—not you and not your clients—any favors by not earning well. Because your money problems will eventually affect your business and trickle down as service problems for clients. Pricing well is imperative for your business survival and the ability to create conditions that allow you to provide superior service to clients. And you can’t buy better marketing than the kind of word-of-mouth that is generated from that!

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