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May 2008

May 28, 2008

Valuing Yourself

Mikelann Valterra, founder of the Women's Earning Institute (I LOVE the name you chose for your organization, by the way, Mikelann), shared this anonymous quote in her newsletter recently and it just shouts to be shared with everyone:

"If you place a small value on yourself, rest assured that the world will not raise the price." (anonymous)

Mikelann followed this quote with one of her very astute observations:

"The true key to earning your worth is to believe you have worth to begin with. Not only do you have worth, you are WORTHY of good money. We all want other people to value us. But how highly do we value ourselves? Value and worth come from the inside out. When we know in our gut that we are indeed worth a lot, it is far easier to ask for good money. Don't expect the world to pay you top dollar if you place a small value on yourself!"

Mikelann is one of my absolutely all-time favorite authorities when it comes to helping women value themselves in business. She has such a knack for eloquently and clearly articulating ideas and concepts that aren't always the easiest things to relate.

I can't recommend her stuff highly enough. Go to her website. Sign up for her newsletter. Subscribe to her blog. Get on board her new "Earn Your Worth" monthly program if there's still room. Her "Rate Setting Toolkit" is also a wonderful must-have tool.

May 26, 2008

Grateful Mondays: Our Troops

Regardless of what opinion I might have on the war, I am so grateful and filled with admiration for the men and women who choose to serve our country.

Some serve because they feel called to duty. Some serve to honor the commitment they made. Some serve because they have strong convictions. Some joined for the paycheck or to find adventure and travel the world. Whatever the reason, I am grateful for them. For those serving in Iraq and other dangerous places where there is combat, I can't even begin to imagine the horrors they must experience, the fear, even the downright torture of the environment and physical endurance.

Thank you for your service. I am grateful for you and think of you often and pray for all your safe returns home.

May 21, 2008

Being Solo Doesn't Mean Doing It Alone

I read an article today in one of the newsletters I keep up with that talked about the myth of being a successful solopreneur by bootstrapping. This is a topic I have been intending to write on myself so it came at the right time and got me in gear.

Virtual Assistance is inherently a solo-based business model due to the close, collaborative relationship the concept is based on.

But running a solo business does NOT mean doing everything yourself. By no means at all!

Just as we advise our clients and remind the marketplace that they simply cannot do it all themselves and trying to do so will keep them from becoming successful, the same is true for Virtual Assistants.

I'm always advising Virtual Assistants, get help--the sooner the better.

Now, I'm not talking about farming out other VAs to clients... that's not Virtual Assistance, that's virtual staffing.

What I'm talking about is hiring the staff and providers in your own business to help you run behind the scenes.

Don't do your own bookkeeping--hire a bookkeeper. Have an accountant take care of your taxes. Maintain a relationship with a business attorney to answer legal questions when they arise. Hire employees and/or your own Virtual Assistant to take care of the administrative work necessary to run your business. Leave certain jobs to the right professionals (for example, having a professional web designer create a business site that will attract clients, place well in the search engines and act as an actual work partner in your business and marketing).

Having all the key players to help you run your business will leave you to focus on clients, help you grow to the next level, and give you more free time and mental space to brainstorm and just enjoy life.

Trust me, you will never make it to a six figure business unless you have the right help supporting you.

May 20, 2008

Acquiescence Is Not a Business Strategy

We were having a discussion at the Virtual Assistance Chamber of Commerce. A member had a prospective client who was balking a bit at the terms of her agreement. In the course of the conversation, another member proposed the idea of allowing the client a PAYG (pay-as-you-go) arrangement until they felt comfortable working on a retainer basis.

Here's what I think about that...

Acquiescence is not a business strategy. It's a mentality that says "I need to take whatever I can get and my business interests are of less importance than the client's." It's settling for something less than ideal.

Let me tell you something... you DON'T have to settle for anything less than what you want for your business. You will never get what you don't ask for and expect. If you allow others to dictate what you want or need, whether in life or in business, you will be forever plodding through life at the mercy of everyone else's whims and wishes.

Set it and expect it!

If you are trying to build a business with a roster of nothing but retained clients, it doesn't serve your purposes to expend your time and energy on prospective clients who aren't ready to work with you in that way. All that does is distract you and divert your focus, energy and resources from finding those clients who are ready.

If you never assert your expectation for working only on retainer, you will be stuck piddling around with clients who won't ever make the commitment. And for every exception you make to your standards and policies, you are instilling more work, more administration and less profitability in your business.

The beauty of this is that having this expectation doesn't involve long, convoluted discussions. You don't have to explain yourself or make excuses for your policies. All you have to do when you are having your consultations and explaining how things work in your practice is simply say, "This is how I work with clients to help them achieve the best results in their business... "

Let those who don't fit weed themselves out. Save your energy for those who are a fit. You will be much happier. And your business will be much more successful and profitable because of it.

May 19, 2008

Grateful Mondays: Kicking the Monkey to the Curb

MintOhhh, my friends, I have a monkey on my back.

And it's name is Diet Coke with Lime.

Oh, the shame! LOL

This has been my personal vice for such a long time.

Aspartame is soooo bad for you. Carbonation negatively affects how minerals are handled by your body. And I've listened and read report after report of how the Coke plants are poisoning the environments in the countries where they operate and killing people.

And yet that hasn't stopped me from buying my 12-packs in bulk and hiding them in closets where my guy won't know just how much I have stockpiled. He HATES that I drink "that crap" because "that stuff is POISON!"

(He still hasn't quite figured out how I manage to miraculously always have a can available.)

At times, I convince myself I don't have a problem because I only ever drink but one can a day (I don't deal with caffeine very well if I have too much). One a day can't be THAT bad for me, right? But I know it is; I'm just in denial.

So how come I haven't been able to kick the habit? It's been something I've wanted to stop for quite some time, but always put off doing. I've made very passive, uncommitted attempts to quit, usually consisting of nothing more than "thinking" about my desire to quit.

I don't know what changed, but recently I made a more intentioned decision to "get off the stuff" as my guy likes to lovingly cajole me. What has made it so hard is that there just isn't anything else in the world that hits the spot like my Diet Coke with Lime in a cold glass filled with glittering ice cubes.

But I think I found my alternative (which my daughter turned me onto)!

Okay, so I bought a beautiful glass pitcher and every morning I fill it up with lots o' ice cubes and bottled water. I next take one lime and cut it in half. I squeeze the juice out of one half into the pitcher and cut the other half into thin slices and put them in the pitcher as well. Then, I add a quarter to a half of a cucumber--yes, I said cucumber--thinly sliced.

Oh, my gosh! I can't believe how something so simple and natural can taste so good! The cucumbers in the water almost taste kind of vanilla-ish. It's so weird. But really delicious and refreshing. I like to drink out of foo-foo glasses with my tropical colored bendy straws and this fits just perfect!

Here's another thing I started doing, too (this is a tip from one of my restauranteur friends in town)... fill an ice cube tray half full of water. Let freeze. When it's got at least a solidish top coat, drop in a small mint leaf and then fill the wells of the tray the rest of the way full. Makes ice cubes so much more fun! A few gently squeezed mint leaves in the water tastes great as well.

I'm so happy to be finally kicking my habit!!! Wish me well!

May 15, 2008

How to Choose a Niche That Fits YOU Like a Glove

One of the keys to creating a successful Virtual Assistant business is getting super clear and focused about what your business really is, what you do and who you do it for.

But getting that clarity is a journey. It's an ongoing process of figuring where your strengths and interests are and whose needs and profiles best fit what you are in business to offer. Most Virtual Assistants will go through several target markets in their quest toward finding just the clients they are most suited to serve.

To that end, my guest expert this month at the Virtual Assistance Chamber of Commerce Monthly Guest Expert Teleseminar is Passions into Profit mentor Cari Vollmer. If you are a Virtual Assistant or small business owner of any kind who wants to figure out your best target market, you'll want to attend!

*****

Niche Clarity: How To Choose A Niche That Fits YOU Like a Glove!

Presented by Cari Vollmer of LifeOnTrack.com

WHEN:  TONIGHT! (Thursday, May 15, 2008)
TIME: 5pm PST / 6pm MST / 7pm CST / 8pm EST
DURATION: 60 minutes (please call in 10 min. early)
COST: FREE!
REGISTER NOW: http://www.virtualassistantnetworking.com/teleseminar.htm

WHO SHOULD ATTEND: This class is free and open to all Virtual Assistants, small/boutique business owners, solo professionals, solopreneurs and independent professionals.

CarivollmerAre you resisting the idea of choosing a NICHE to focus on in your business?

Are you tired of feeling like a wallflower in your area of expertise?

Would you like to attract new clients and make more money?

Cari Vollmer, the Passions into Profit mentor and founder of LifeOnTrack.com, will teach you how to choose a NICHE that fits YOU like a glove.

Cari comes to her path of passion and profit naturally. Her parents were successful restaurateurs for more than 20 years. She helped her husband launch his own successful small business over a decade ago, and her grandmother wrote children's books back in the day when women were more apt to be in the kitchen cooking than honoring their passions. Yes, she's comes to this path of passion naturally, but if you don't, that's OK, that's what she's here for!

She knows from first-hand, in-the-trenches experience what you must know and do to launch, and then run, a successful small business that's also a reflection of your passions and divine life's purpose. It's not rocket science, and you can do it!

Choosing a niche (target market) is a major stumbling block for most solopreneurs and small business owners. In this high-content, high-value teleclass, Cari will demystify the niche-choosing process by sharing with you:

  • Obstacles to Choosing Your Niche
  • An Empowering New Way of Defining What a Niche Is
  • 3 Ways to Discover Which Niche is Best For YOU
  • Why Choosing Your Niche MAY NOT Be the Best Thing for Your Business Right Now
  • What Needs to Come BEFORE Choosing Your Niche

Cari states, "If you're a small business owner you have a divine purpose to share what you know — your gifts — with others. THAT'S why it's important to know which niche you serve. Your gift is best suited to a certain group of people and finding them will transform you business."

REGISTER NOW: http://www.virtualassistantnetworking.com/teleseminar.htm

May 14, 2008

Inside Secrets to Having Friends as Clients

[Nina Kaufman is an attorney and business expert who is always spot-on with insightful advice. Virtual Assistants seem to encounter the hazards of working with friends over and over so I thought this article was well-worth sharing... --Danielle ]

Inside Secrets to Having Friends as Clients
By Nina L. Kaufman, Esq.

NinakaufmanblkwhtWhen we're growing our businesses, friends can serve as a great source of referrals. They know us well, trust us, and have no hesitation about recommending us to others.

But what happens when a friend makes a referral... and the referral is the friend herself? The dynamics of your friendship can change radically, and often not for the better. (I know--I've "been there, done that," and got the tatters of a couple of friendships to show for it.) Here are some inside secrets to making sure that both your business and your personal relationship with this friend stays happy and healthy:

  1. Set business expectations. One of the reasons that having friends as clients becomes a disaster is that friends may expect you to handle their work the same way as you handle their friendship. Let's say that "Janine" is used to your dropping everything to help her in a crisis. She may get upset when you don't handle her web design project with the same urgency (even if it's really not urgent). Before you take her on as a client, have a good long talk about your company's standard procedure for working with its clients. Let Janine decide whether your S.O.P meets her needs, rather than convoluting your company's policies to meet hers.
  2. Be clear about what you'll charge. You're not doing a friend a favor by not charging him (or deeply discounting) the products or services you provide, and ending up in an unprofitable situation you later resent. Natalie ran into a situation where she agreed to help Michael, a friend from church, with IT services. She had agreed to install and configure a particular computer program for Michael--she'd only charge the out-of-pocket expenses for the program itself. She bought the computer program at her preferred partner rate (so Michael got the benefit of her discount). The company sent the wrong program, so Natalie had to spend valuable time straightening that out. It then turned out that Michael had misunderstood his computer capacity, so when Natalie tried to install the program, all sorts of other programs wouldn't work with it. Ultimately, Natalie spent many more hours than she had intended, earned no money on the deal, and Michael was upset with the whole process taking as long as it did, so never referred any further business to Natalie. A lose-lose situation all around.
  3. Get it in writing. David had this very issue with Gary, a college buddy. Gary needed help with PR services, and David agreed to help his long-time friend with a particular project... on a handshake. But Gary kept expanding the scope of what he wanted David to do, and once embroiled in the middle of it, David couldn't easily pull out. Had David had a written agreement, he could have set out the scope of his services more clearly so that Gary would better understand when David needed to charge additional fees.
  4. Have someone else say "no." You know from the moment you pick up the phone and hear from the friend on the other end that he has a need whether this could become a problem situation for your business. I feel a knot in the pit of my stomach. Other people feel their chest tighten. Still others get a headache. Don't disregard those warning signs. If you know you really can't meet your friend's needs, but don't have the heart to deny them personally, find a "bad cop" to bring to your client meeting. Your "bad cop" could be a business partner, division manager, or other work associate who will be the one to deliver the hard news about what the company charges, when payment is expected, and whether any exceptions will be made. It's not the best of all worlds, but gives everyone a way to save face--and to save the friendship.

Doing business with friends becomes awkward because it inverts your natural rules of relating. Business needs to come first, not the friendship. That's a hard boundary to set. Sometimes, the best thing you can do for a friend is to refer her to someone else to meet her needs. That way, you can help your friend while still keeping the friendship intact.

*****

© Copyright 2008 Wise Counsel Press LLC. Nina L. Kaufman, Esq., is a small business attorney and the founder of Wise Counsel Press LLC, which offers easy-to-understand legal strategies and information products that protect small businesses and save them money...wisely. To learn more, and to sign up for their FREE how-to articles and FREE audio class, visit www.WiseCounselPress.com.

May 12, 2008

Grateful Mondays: Mother's Day & Solitude

Did all you moms out there have a nice Mother's Day?

I had a quiet, but lovely and delicious, day. My daughter (who I see more of now than probably all her teenage years between 16 - 18 combined, LOL) brought me a beautiful flower bouquet and some designer strawberries dipped in dark and white chocolate... yummmm. My guy is off on a fishing boat so I had the rest of the day to myself.

I went for a long walk on the beach and little did I know what a treat I was in for!

So I'm rounding the point and I see an odd "thing" floating in the water near some seagulls that I can't quite identify. When you live on the saltwater, you see lots of odd things the tides bring in and out every day, but this "thing" is different in a way I can't put my finger on. It's quite a bit larger than the seagulls which gives me some perspective about its size, and I think I see it move, but I'm not sure if my eyes are playing tricks on me. What kind of flotsom is it, I wonder. Is it part of a tree trunk with a limb still attached?

So I pull my camera out of my day pack to zoom in and lo and behold... it's a pelican!

What on earth?! A pelican? In Washington?!

I have lived on or near the water here for over 20 years. Never in my life have I seen a pelican in these inland water parts much less in Washington, period. When I think of pelicans, I think of places like Florida. I know they also have them in California and it's occurred to me that they might be on the Washington coast as well (although I've never personally seen any). But here on the Puget Sound? Crazy!

Anyway, I thought it was very exciting. I took some shots and as I walked a little further I discovered four more pelicans. There weren't any more than that. Where did they come from? It was a really windy, blustery night on Saturday and I wondered if maybe they'd been blown off course from some migration or something.

I spent over an hour watching and following them. They would float around for awhile, lazily poking their heads in and out of the water and coming back up with something in their floppy gullets. Then they seemed to go into some kind of feeding frenzy, flying up out of the water and floating on the wind currents while sizing up their prospects, and then shooting like spears straight down into the water. It was so cool.

I've tried to figure out what kind of pelicans they are. I'm thinking they might be Brown Pelicans, but so far they don't look exactly like any of the pictures I've seen. Veddy interestink...

I'm probably more excited about this than anyone reading this, LOL, but here are some shots and a couple videos for your viewing pleasure. If you know what kind of pelicans these are and what they were doing here, I would love to hear from you. :)

1852

1854

1855

1860

Four of them (the fifth one is out of view), apparently settling down for the day, preening and getting ready for a nap...

1848

(... and a crane, just for good measure)

May 11, 2008

Are You Trying Too Hard?

Have you ever had a conversation with someone who goes into so much explanatation or effort to provide "evidence" that in trying to convince you, they actually have the opposite effect? In trying to make you think they know what they're talking about, you clearly see they don't know what they're talking about at all. It's like the criminal who offers up such advance intricate detail of his alibi and reasons for his every minute action that he actually ends up looking more guilty. They are trying too hard.

Many Virtual Assistants think getting clients is all about jumping through hoops and junking up their websites with every credential and work sample they can think of. They want to put up examples of PowerPoint presentations, spreadsheets, brochures, yada yada yada...

This indicates the erroneous thinking that a website or work sample is going to be the thing that clinches the deal. In fact, as long as they are, of course, flawlessly executed administratively, what work samples you provide will make very little difference. They will be of only passing importance, after the fact, after the prospect has already made up their mind about you one way or the other.

You know what? It's not necessary... especially if you truly are what you say you are.

First of all, you need to know, really know, what business you are in. Are you in the business of writing or design or bookkeeping or secretarial services? Or are you a Virtual Assistant? Where is your focus?

If you are Virtual Assistant, what you are selling is an administrative relationship, not line-item services. And think about it... how do you provide a "work sample" of a relationship?

The absolute, most important credential for a Virtual Assistant is competence. That qualification isn't "sold" or evidenced through work samples. It is an intangible characteristic that is demonstrated throughout all your interactions with your prospects and site visitors.

It's in how you've set your business, policies and processes up. It's in the conversations you have with would-be clients. It's in your ability to lead your own business. It's in your writing on your blog and your content on your website. It's the confidence you project when you meet with new clients (whether that's in person or on the phone). It's the professional image you present visually, verbally, in writing, even in the operation of your business.

All of these things combined become a living, dynamic demonstration--work sample, if you like--of your competence and expertise. While they are intangible, these are the things that clients will directly and powerfully correlate with your administrative ability and skill level. That might not sound right to you. It might not be logical. It is, nonetheless, absolutely true.

Consumers make purchasing decisions for emotional reasons. It's a researched, proven and verifiable fact. They are also hugely influenced by instant, unconscious judgments they make within minutes of meeting you or visiting your site, as well as other subliminal messages they receive along the way. They will only look to rational "evidence" to back up their emotional decision. Nothing, and especially not any work sample, will have more effect on your ability to be perceived as worth every penny you charge than the things I've outlined above.

So the questions you should be asking yourself don't have to do with what work samples to provide. Instead, the questions to really be pondering are:

What message is the visual presentation of your website communicating to your site visitors? Is it one of high-calibre competence and ability? Is it one of an established, truthworthy, credible and committed business? Will your audience have an affinity with it?

What about your written message? Does it portray a confident, qualified and skilled professional? Does it demonstrate an absolute understanding of the difficulties or problems your target market wants to solve? Does it expertly inform them about the solution you provide for those difficulties and problems? Does it convey warmth, trust, perhaps even the feeling that they are having a close and personal conversation with you? Does it portray, without any doubt, that you know exactly what you're doing, are highly skilled and have a plan to help take away their burdens?

What about practical correlations? Is it flawless in its exectution of spelling, punctuation and grammar or is littered with typos and misspellings? Are the ideas coherently presented?

Keep this in mind as well... No one is going to come to your website and decide to work with you based on a brochure or desktop publishing sample. "Selling" professional services is a far more personal, intricate and involved dance. Most of the time, Virtual Assistant clients come to us through our networking efforts and word-of-mouth. And why is that? Because through our writing and interactions with them (or those who refer them), we have demonstrated our competence and instilled the know, like and trust factor. Your most well-placed efforts will be along those lines.

May 06, 2008

What Distinguishes Virtual Assistance from Secretarial Services

I was reviewing a few of the latest Virtual Assistant Industry Survey results recently. What was interesting is how many people still don't understand the difference between secretarial services and Virtual Assistance.

Secretarial services have existed long before the Internet arrived. There are many people under the mistaken idea that just because they operate "virtually," they are a "virtual" assistant.

The Internet is merely a tool that gives businesses yet another avenue for doing business and connecting and working with clients. So, it doesn't matter whether you have a brick and mortar office you rent, an office out of your home or a "virtual" office on the World Wide Web (e.g., your website)--they are all still businesses.

Being "virtual" is not the thing that defines the concept of Virtual Assistance. It's merely a characteristic that denotes how we work with clients.

Likewise, there are many businesses who categorize themselves under Virtual Assistance when, in fact, they are actually secretarial services.

In asking the members of my Virtual Assistant association what they thought the differences were, we got lots of overly complicated, abstract answers.

There is only one simple thing that differentiates Virtual Assistance from secretarial services.

It's not about the mindset of the Virtual Assistant or secretarial service business owner because you can find employee mindset in Virtual Assistants as well as secretarial service providers. You can also find proactiveness and caring about their work and wanting to go beyond a job well done in both. Both kinds of businesses focus on administrative services. Either can be highly skilled or poorly skilled.

It doesn't have anything to do with the person or business providing the service. The difference all hinges upon whether the relationship is project by project or if it is an intentionally ongoing, monthly relationship.

If someone is focused on selling line-item administrative services ala carte, they are providing secretarial services. It's like the relationship you have with, say, Kinkos. You go there for one-off types of services. You might be a repeat customer and come back periodically because they have done good work on past projects and you've become familiar with or come to like the people you work with there. But they aren't any more involved in your business than your mailman. It's not the same kind of relationship that is referred to in Virtual Assistance.

Virtual Assistance is about working in ongoing relationship with clients on a month-to-month basis, not occasional projects or tasks. On top of this, administrative work isn't an event; it's not something you do once and you never have to do again. Administration is ongoing throughout the life of every business.

So as a Virtual Assistant, the focus isn't on selling one-off, individual services. If that is what you are doing, that is not Virtual Assistance. As a Virtual Assistant, what you are selling is the relationship itself; the opportunity for a business owner to have an administrative right-hand which could include any number of administrative roles or service areas depending on the client and their needs (which you would determine and negotiate through your consultation process).

The relationship is the key that defines Virtual Assistance and makes it what it is.

Without the continuity and consistency of the relationship, you don't get to know the client, their business or their work to the degree that allows you to provide that right-hand value. Without the relationship, administrative work can only be done in fits and starts and bits and pieces. You can't begin to develop an idea of the big picture of the business because you aren't part of the business.

Without the big picture, there is no view for helping clients discover where improvements in systems and processes can be made. Without working together on an ongoing basis, the client never gets to actualize the kind of efficiencies and forward growth that occur only when there is a body of intimate knowledge and familiarity that is built and expanded upon on a continuous basis. It is an entirely unique dynamic that cannot be had without working together, continuously, in collaborative partnership.

If administrative work is performed on a start and stop, occasional basis (services ala carte), the impact it has on the business as a whole organism is very isolated. But if you are a Virtual Assistant, you are selling a package of ongoing support (a relationship) which uniquely offers clients the ability to achieve an entirely different, higher body of knowledge, forward growth and results that will not just get tasks done, but built upon the foundation of the business itself.

This is what defines the concept of Virtual Assistance and distinguishes it from secretarial services.