Meeting Goals for Your Virtual Assistant Business in 2010

It's the time of year when everyone seems to be setting their goals for the new year. That's a great idea, but when you're setting new goals, remember you also need a plan that will help you reach those goals. Here are some tips from Sophia McIntyre to get you on your way:

4 Pointers To Reach Short-Term Work Goals by S McIntyre

Setting short-term work goals is important to each of us whether you're an adult or a child. Without setting attainable goals it's hard to be motivated each and every day. It's natural for people to want to feel a sense of accomplishment. It makes us feel good and it makes us feel like we've contributed.

How we reach those short-term goals rely on these four key tips.

Accountability
The first thing to decide on is what is your goal? Be realistic when you set it, but make sure it's not too easy that your goal is not challenging enough. Let's say your goal is to write X amount of articles by the end of the year. It's easy to say to yourself you're going to write this many articles, but really who's going to push you and motivate you when you're stuck?

If you belong to a networking group, a writing group or you're a member of a work at home forum then publicly announce your short-term goals. Don't just announce it to anyone, but someone you know and who will hold you accountable. They will also be the ones checking on your progress, keeping you on track, offering you support and encouragement.

Focus
There are so many things that can distract us daily. From kids to surfing the Internet we're surrounded by distractions. Some distractions are beyond our control so there's nothing we can do about those, but go with the flow. The other distractions we have control over and we need to put those in their proper places.

Get your emails and phone calls out of the way before you start writing. People with young kids are a bit disadvantaged that they have to work around their child's schedule, but parents have learned long ago how to multitask and make the best of their time. If you can only write in 15 minutes increments that is better than not writing at all.

Putting your full focus on your goal writing task around the same time each day and knowing what topics you're going to write about makes a huge difference. If you're losing focus, remember the reason you set your goal in the first place.

If you're stuck in your writing and you're doing some other task, it means it's time for a break. Taking 10 minutes and focusing on a no-brainer task will re-energize your mind.

Execution
Many people set goals, but often set them aside and save them for tomorrow, but there's no tomorrow. When you've prepared, defined and organized your goals, the next step is taking action. Just do it!

Reward
It's the sweetest deal on what you've set out to do. We've learned from a young age that positive reinforcement encourages us to challenge ourselves and set higher goals. Whatever your reward is it's well-deserved.

These four key tips can help you reach your short-term goals. Remember focus and execution are two of the most important things to do in achieving your goals.



S McIntyre is the founder of WorkAtHomeSpace.com, a free work at home resource focusing on work at home companies, daily telecommute job leads, articles, business resources and other work at home related topics. If you need help in setting short-term goals or need work at home support, register for free on Sophia's forum.

Sophia co-owns WorkAtHomeBusinessOptions.com, a comprehensive work at home business resource focusing on helping others who are looking for opportunities and ideas to work from home. You will also find tips and articles on how to balance work, family and play in your daily life.

Article Source: http://www.wahm-articles.com

Setting Holiday Hours for Your Virtual Assistant Business

As a Virtual Assistant, once of my biggest challenges has been remembering to give myself regular time off throughout the year.

When I began my VA business, I was even guilty of working up to seven days a week. My reason, although not very sound, was, "The internet never sleeps, so how can I?" I had this idea that if I looked away from my computer screen for a nanosecond I might miss out on an opportunity I could never get back.

You can imagine how long it took until I completely burned out, and I was ready to throw my laptop and all my Virtual Assistant clients out the window!

Since that moment of crisis has passed, I've been pretty good at giving myself at least the weekends off. And I know it's been a healthy schedule change for me. I'm much more creative and more energized when I come back to work after a relaxing weekend away from the computer.

Something I haven't done as faithfully is give myself scheduled holidays - large blocks of time to get out of town, or just spend on things not business-related. I know it's important to set aside a few weeks each year to spend with my family. When I worked outside the home, it was those few weeks each year that made my job bearable.

But since I've been working at home, something has always held me back from giving myself regular vacations. I worry...

What if a client has an emergency and her business falls apart because she can't find me?

What if I miss out on a new client because I didn't get back to her in time, and she finds someone who responded more quickly?

What if my website has a technical problem or gets hacked when I'm not paying attention?

All these and myriad other concerns race through my mind whenever I think about taking a significant block of time off. But these year, I'm putting those worries aside and giving myself the holiday I need. I know when I come back, my business, myself, and all my clients will be much better for it.

Here is how I'm handling these nagging concerns.

Client emergencies. Are my clients' businesses really going to fall apart because I'll be unavailable to them for two weeks? In all honesty, I'm not THAT important. I'm giving them all a head's up that I'm going to be offline for some family time, so we can address any concerns before my vacation starts. But other than that, I think my online world might be just fine without me for 10 days or so.

New clients. It is possible that I might miss out on a new opportunity while I'm away. But if they're looking for someone to help them ASAP, is that person really a good fit for me? My ideal client plans ahead and takes her time considering whether I'm the ideal VA for her. I'm more interested in taking the time to build strong relationships than taking on a bunch of new clients I'm not 100% sure about.

I'll add an autoresponder to my email so potential clients will know I'm on vacation and will reply as soon as I come back. And if they can't wait until then, I'll know I haven't missed out on anything at all.

Techical problems. These are a little harder to escape. If I ran a brick and mortar business, I would have to have the building checked while I was away to make sure no one broke in, or that the plumbing didn't break. So, I'm going to pop by my websites and blogs during my vacation and make sure everything is still standing.

I'll be by a computer during my entire time off, so it won't be a problem to do so. If I was going to be traveling, I would just hire another Virtual Assistant to look after those things for me.

I'm really looking forward to my holiday this year! I hope these thoughts have inspired you to plan a vacation for yourself too. You know you deserve it. And although you'll be missed, the internet will go on without you!

Part-Time Virtual Assistant Position

Interested?

Here's the link.

I'm staying away, and suggesting you do as well.

10 Tips to Grow Your Biz and Keep Your Sanity - #1

Over the next couple of weeks, I'll be sharing my top 10 tips of how to keep your sanity while still keeping up with your Virtual Assistant business. Even if you're just starting out, it's worthwhile to start structuring you day and developing routines, so you'll have them down pat when you need them.

Here's my first tip - feel free to add your own as we go along!

Set regular office hours.

When you work from home, "flexibility" can sometimes turn into "working all the time," if you let it. Start off right be setting regular office hours, and keeping them. Post them on your website and make your clients aware of what they are, so you don't get calls late at night, or on the weekend, if that's when you take your time off.

Time Management Tip - Turn Off Your Email Program

Here's one of my favorite time management tips - but it takes a lot of self control!

I turn off my email program.

When my email program is on all day, I seem to be always checking what's new. Usually, I'll find something more interesting to read than the project I'm currently working on... and then my schedule falls apart.

So, I now leave my email program turned off, and check it only twice a day.

To let my clients know I'm not ignoring them, I've put up an auto responder that lets them know I'm around, but I'm busy working on their project, and don't want to lose my focus. Here's what it says:

Thank you for contacting WAHM Articles.

This note is just to let you know I received your message and I'll get back to you as soon as possible, usually within one business day.

To help me keep my focus, I check my email only at 8 am and 3 pm Mountain Time, Monday - Friday. I am not online Saturdays, Sundays, or holidays. If you emailed during these times, I will get back to you as soon as possible the next day.

Blessings today,

Denise

It's amazing how much time this little trick can save! And my clients don't feel slighted because I've let them know I'm doing this so I can give them my best work.

Plan Now for a Profitable 2008

The year is almost over. Are you ready to experience a great 2008 in your virtual assistant business?

Setting goals and planning how to achieve them is essential to the growth and success of your business. In fact, it’s impossible to be successful without them. Your goals define success for your business and give you a plan you can follow to achieve that success.

If you haven’t set goals before, planning all your business activities for the year ahead can feel intimidating. You may wonder how you can possibly know today what you should be doing a full year from now.

Below, you’ll find an easy way to set goals for the upcoming year and learn how to make a plan to achieve those goals.


Goals should be SMART

Before you begin your own goal-setting, remember that good goals are SMART. There are a few variations of what the acronym SMART stands for, but here is the definition I use:

S – Specific
M – Measurable
A - Attainable
R – Realistic
T – Time bound (completed by a set time)

Any goal you set should have these qualities.


List your goals

First of all, envision what your virtual assistant business will look like by the end of the next several months. What will you have achieved?

Write down everything you want to accomplish by the end of the year. Make sure every goal you write is SMART (specific, measurable, attainable, realistic and time bound).

This list can include anything you want to achieve, such as how much money you want to make per month by next December, how many articles you want to write, how many new clients you will have, which projects you want to have completed, etc.


Make a chart for the year

Next, divide the upcoming year into quarters (January to March, April to June, July to September and October to December) and make a chart for each quarter.

Give each chart five columns with headings that read something like this:

Goal – In this column you will write your specific goal

Measurement – How the goal will be measured

Steps – Here you will list the exact steps you need to take to achieve this goal

Date for completion – Date by which you will have reached your goal

Date completed – The actual date you reach your goal


Charting your goals

Now, return to your list of goals. For every goal on your list:

A. Decide in which quarter you will complete the goal. Write the goal down on the appropriate chart in the “Goal” column.

B. In the "Measurement" column, describe how you’ll measure the goal. Ask yourself, “How will I know when I’ve reached my goal?” For example, one my goals is to write a book about article marketing for small business. I will know I’ve reached my goal when the book is published.

C. Under “Steps,” list the steps you need to take to complete the goal. When Ruth and I set our goals for 2008, one of my business partner's goals was to put an audio recording of a story on her website. The steps she needs to take to complete that goal look something like this:

1. Write story to be recorded
2. Rehearse reading story aloud
3. Record story
4. E-mail recording to Denise to publish on website

While you're listing the steps that lead toward your goal, you might realize you don't know all the steps involved in reaching a certain goal, or that you lack information you need to complete a goal. In that case, consider adding a relevant course or reading a book on the subject to your list of goals.

D. Finally, choose a completion date for the goal and write it down in the appropriate column. Remember to be realistic in setting a completion date. It needs to be attainable or you’ll become frustrated and achieve nothing instead.


Managing Larger Goals

After writing out the steps to your goal, you may discover that a large goal, such as making a certain monthly income by next December, requires that several smaller goals are met first, such as building a bigger subscriber list, offering more products, getting more website traffic, etc. Add any additional goals you discover to your chart where appropriate.


Putting Your Plan into Action

When you’ve followed these steps for each goal, you will have set your goals for
2008 and planned how you will achieve each one of them by the end of the year.

But, even the best plan won’t help you if you don’t take action.

To keep you on track, you may want to plan your year in more detail and break your goals down further into monthly, weekly, or even daily goals, depending on how you like to work. For example, if I want to write 100 articles by the end of next year, I can break that down to the goal of writing 2 articles a week, or writing one article every three days.

Review your goals regularly throughout the year. Make sure your current goals are still desirable, and add new ones if necessary

Follow the plan you’ve just set and you’re on the way to a profitable and happy new year.

Where is all of my time going?

At the end of your work day, are you left wondering where your day went?

If you don't have time to get everything done, it may be time to re-evaluate how you're spending your 24 hours.

Here's a simple exercise that can help you discover where your time is really going.

You can also use this exercise with your clients to help them identify areas where they could use your virtual assistant services to manage their day better.

Choose one day and track all your business and personal activities for that day. Start from the time you wake up in the morning to the time you get into bed at night.

Write down each activity and how long you spend on it.

Include everything you do, including interruptions, time spent thinking and planning, and looking for misplaced items

Do this activity on a regular working day to give yourself a good idea of where your time’s going. Proceed with your day as you normally would.

At the end of this activity, evaluate how your hours were spent. How many hours do you spend solely on your business? Do you see any ways you could manage your time more efficiently? Are there any activities you could outsource so you could have more time to devote to your regular work?

You might be surprised at what this little exercise turns up!

Are You Referring to Me?

by Jill Chongva | VADiva.com

There is an on-going debate in the Virtual Assistant community about potential clients asking for references. Some are offended; some don’t really care one way or the other. This is my spin on the issue.

Virtual Assistance is still a new industry, though for those of us who have been at it a long time, it doesn’t really seem that way. However, most of the business world is just beginning to discover the benefits of partnering with a VA. And it is the job of all VA’s to educate potential clients about what we do.

When you are interviewing a potential client, you cover all your bases by asking pointed questions about their work style, business plans, technology, etc. You ask the questions that get you the answers you need to determine if (a) you can work with this client and (b) if you have the skills to do what they need to have done.

And the potential client is interviewing you as well. So don’t be surprised when they ask for “references”. They are simply following good business practices.

Would you hire another VA for your team without checking with people she/he has worked for or with? Doubt it. And if you would, well don’t get me started.

Many of those who argue against references (and I used to be one of them) say that because you are an entrepreneur, you should not be asked for references. They see it as demeaning. You wouldn’t ask your accountant or lawyer for references would you? Um, yes, I actually would.

If I am going to trust ANY part of my business to another person, I want to know about their track record. I want to hear from people they have worked with/for to get a sense of whether they can do the job I’m asking them to do. I want to know about quirks. I want to know about results.

I wouldn’t hire a [insert any job title here] without asking about their success stories or without speaking to some of her or his clients first.

Testimonials are great, and many say that that is what you should give to people asking for references. While testimonials can help, they are static. They are never going to give you the same feedback and information that a phone call to an actual human being will give.

And since most people find their Virtual Assistant via web searches, it makes sense that they are exercising a fair bit of caution. The web is notorious for fly-by-night schemes and shams, and those who are looking for a VA should be cautious in choosing one. That means they will ask for references. They will want to speak to your clients. They will do their due diligence.

After all, wouldn’t you?



Jill Chongva is a Virtual Assistant with over 21 years experience in the Administration field. Her marketing assistance help solopreneurs make the most of their message by creating branding that stands out in the crowd.

Her new ebook “Find YOUR Ideal Clients: 99 Questions to Use to Create YOUR Ideal Client Questionnaire” is available at www.vadiva.com

Article Source: http://www.wahm-articles.com

Work At Home Time Management

by Tammy Embrich

Are you finding lack of time for your online business becoming more and more evident?

Are you finding it more difficult reserving well-needed time for your children and family?

Well, you are not alone. All too often, many home based business owners (unintentionally) fail to prioritize their time efficiently. I think time is about the most valuable and limited resource that we have.

Balancing our personal and professional lives is indeed quite a challenge. This important task can be accomplished by taking a look at some significant small steps.

Goals

What are your business and professional goals?

Turn your dreams and intentions into reasonable, achievable goals by writing each goal down beginning with the most important and ending with the least important.

Purchase a special journal all your own for this purpose. Keep this journal close by, on your desk at all times.Write down what you want to achieve yearly, quarterly, monthly, weekly and daily. Plan long projects by breaking them down into bite-sized pieces and dedicating so much time each day for achieving your goals.

Put Together A Work Routine Schedule And Stick With It

Keep A Business Daily Planner On Your Desk. Prioritize your home business according to specific deadlines. Make a note of tasks that need to be completed daily.

For example: Make a note to do your website updates on Mondays, Make important phone calls on Tuesdays, Do your business research on Wednesdays, and so on.

Carve out a reasonable schedule for yourself and base it around your business needs and goals. The most important thing about a schedule is of course sticking to it. Staying focused and consistent is the key element to achieving success in any home business.

Make Time For Yourself And Your Family

This is the most important issue home based business owners face today. You must reserve special time for yourself and for your family. If you don't make time for yourself, you run the risk of business burn out. You need time to yourself to feel refreshed, energized, and ready to tackle the next task that needs completing.

Take at least one half hour to a full hour each day solely for yourself. Take a walk, take a drive, take a nap, read a good book, watch a good movie or favorite program, schedule lunch with a friend. This is so important to you and also your business If you have children at home, you need to also involve them in this important time.

Take your little ones to the park, the zoo, out for lunch, anything...just as long as you take this special time just for you and your children. Always take time out for that special bedtime story, helping with homework, making that special breakfast, or just talking and cuddling. Isn't this the main reason for deciding to work from home...staying home with your kids and spending quality time with them?

Always schedule specific times with your kids, and also with yourself....this will help avoid getting over-stressed and over- worked with your home based business. Children like routine. You will also find that following a routine schedule will make you more productive and successful with your business.



Article written by: Tammy Embrich

Tammy Embrich is an Internet Marketer and is the
Owner of: http://www.onestopwebemployment.com/
And Owner of: http://www.real-wah-jobs.com/

Tammy's two WAH websites focus on free telecommute job leads and more.


Article Source: http://www.wahm-articles.com

Volunteer for Virtual Success

by Denise Willms

Think you might enjoy being a virtual assistant, but can't afford to leave your current job to find out? Maybe you want to know if you have the right skills to be a successful VA. Or, perhaps you're a new VA wondering where to find those all-important references and testimonials. If you want to test the virtual waters and lay the groundwork for your VA business with minimal risk, volunteering may be your answer.

As a professional, a virtual assistant shouldn't offer free services to anyone to let them "try you out." But volunteering for an organization or cause that is meaningful to you is a different matter altogether. Many virtual assistants who volunteer early in their careers find it so rewarding that they continue volunteering long after their VA practices are established. After Hurricane Katrina, at least one VA volunteered her time to help hurricane victims contact their family members. Many successful VAs regularly donate time to their favorite charities, churches, and other organizations.

You won’t be mailing out invoices, but the rewards you’ll receive as a volunteer may be more valuable and longer lasting than a cheque for your services. Besides the satisfaction you’ll get from helping others, here are some of the rewards you can expect when you volunteer as a virtual assistant:

1. Perfect your presentation Being able to sell yourself and your abilities is an essential quality of a successful VA. Many entrepreneurs fail to get their new businesses off the ground due to a lack of confidence and preparation when presenting their ideas. Volunteering as a virtual assistant can give you an opportunity to practice your presentation in a business setting with minimal risk: if the presentation doesn’t go well, you haven’t lost a potential contract. Once you’ve chosen the organization you want to help, schedule a meeting (in person or on the phone) with the appropriate person to present your abilities and ideas. Feedback from this meeting can help you refine your presentation, and you'll be more confident and prepared the next time you present to a potential client.

2. Network with potential clients Everyone knows someone else. Many successful VAs have gained their best clients from connections they made early in their careers - people they once worked with who later referred a colleague or a friend. While you're volunteering, you're meeting people who know people, who know more people, who know…. you get the picture.

3. Learn new skills Completing real projects for a real organization can help show you if you have the right skills to succeed as a VA. Many nonprofit organizations have the same business needs as your future clients and this is your chance to take an up-close look at what those needs are. Want to learn something new? Most nonprofit organizations are open to letting their volunteers try something they haven't done before, or that they're still learning. Just let your organization know about your lack of experience beforehand so they're not disappointed if you experience a setback.

4. References and testimonials These can serve you well in establishing your credibility with potential clients. If you've done a consistently good job as a volunteer, you'll have ready-made references and testimonials when you open your VA business.

5. Confidence Confidence is a defining characteristic of an entrepreneur. How do you get it? By remembering your past successes. Knowing that you have worked successfully as a volunteer VA will give you added confidence when you meet with your future clients and when you experience setbacks and failures – as all entrepreneurs do.

Ready to experience all the rewards of being a volunteer VA? Just call your favorite nonprofit organization and get started! If you need ideas for places you can volunteer, type “virtual volunteer” into your favorite search engine to find links to virtual volunteer opportunities.



Denise Willms,a homeschooling mother of two, helps work-at-home-moms get targeted traffic to their websites through copywriting, article writing, and press releases. Subscribe to her newsletter, WAHM-Articles Ezine, and receive 105 Power Tips to Get Your Online Business Noticed and Profiting.

Article Source: http://www.wahm-articles.com

Be Time Wise, Virtual Assistant!

by Jill Chongva | VADiva.com

Part of the allure of having a Virtual Assistant business is the fact that we can work at home. But as most VA’s will tell you (I’m guessing…) working at home has its pitfalls as well. The myriad distractions of working in a home office can not be ignored, but some smart time-wise strategies can help. Here are my top 5.

(1) Give yourself a work schedule.

When I first started in 1999, I had absolutely no formal work schedule and often felt like I was driving the bus from Speed – 100 mph and about to crash. So I created a very loose schedule that allowed for flexibility to meet the needs of my clients and my family.

I check my email first thing in the morning, before the kids get up, and make up a task list from any projects that have come in over night. I then leave the desk and get the kids ready for, and off to, school.

Once home again, I grab a coffee and settle in for a few hours of solid work time. I get my ongoing projects finished up, get a start on new ones, and schedule the activities needed for work in my Outlook calendar and task bar. Breaking projects down into steps is a tremendous help and putting deadlines on them keeps me in line.

I break for lunch and play with my 5 year old (who has an office with mine) and the dogs. We do some household chores, run errands, etc. over the lunch hour and get ourselves ready for the afternoon.

Tailor your schedule to how you like to get things done. Be mindful of your body rhythm – are you an early riser or a night owl? Schedule your hardest tasks for the time of day you feel most alert.

(2) Be selective about answering the phone.

If you are in the middle of a project that requires your undivided attention, let the answering machine get the phone. Schedule a phone call time, where you can return calls to clients or prospective clients once or twice a day, so you are not constantly interrupting your work flow.

(3) Set your email program to pick up mail every 30 minutes or so.

You are getting your email in a timely manner, but are not so tempted to check it every 10 minutes (classic newbie thing – been there, done that). No one is expecting a response within 5 minutes of sending their email, and if they are see number 4.

(4) Make sure your clients know your turnaround times.

Clients who are not familiar with the way a Virtual Assistant works may sometimes think that you are at their beck and call 24/7. For your own sanity, and theirs, make sure they know that emails are answered within XX hours, and your normal turnaround is XX days or XX hours. Try to discourage them from making everything “URGENT” by having a clause in your contract that sets a higher rate for urgent turnaround times (often less than 24 hours).

(5) Schedule down time.

Go for a walk. Sit on the deck. Getting out of the office/house for even a short time can recharge your batteries and give you the energy you need to grow your Virtual Assistant business.



Jill Chongva is a Virtual Assistant with over 21 years experience in the Administration field. Her Executive Support Services for small business owners assist solopreneurs in making the most of technology to enhance and streamline their business processes.

Her Graphic and Web designs are clean and clear, with a focus on strong content and presence without bells and whistles. You can find out all about her at www.vadiva.com

Article Source: http://www.wahm-articles.com

I find it difficult to get motivated with my VA business some days. Do you have any tips?

by Sara Dahlman

The one potential problem with working from home is getting motivated on a daily basis. It is difficult when you are in your own house with all the comforts of home around you. Whether your low motivation stems from a lack of energy, doubts about your business or just too many other things going on, you can build it back up. Here are some of the ways I get myself moving and motivated.

• Get out of bed, shower and get dressed, just as you would if you were going to work outside the home. A suit is not required, but at least put on some jeans and a sweater, and brush your hair. It will help get you into that work mentality.

• Make your office or working space an enjoyable place to be. You are more likely to want to be in an area that you get pleasure from rather than someplace you do not. Add some of your favorite colors to the room, place some pictures of family and friends somewhere you can easily see them, burn a candle or incense or even add flowers to the space.

• Take some time and think about your goals. What is it that you want to achieve with your business? Write them down if you want to. Then sit and think about them. Close your eyes and see yourself achieving each and every one of those goals. How does that make you feel? Chances are you will start to feel motivated.

• Do not wait until the last minute to complete your work. Do it as soon as you can. That way you are not sitting there trying to get it all done in one day. I quite often find that the day I have less motivation is the day when I have a deadline. You can avoid this by completing the work early.

• Remember that it takes time to get your business started. And there may be slow times through out the year. Keep your spirits up and continue advertising your services. The work will come if you keep working to finding it. Go out there, get your clients and stay positive.

• Join a group or association. The support you get from other virtual assistants and work at home moms can be an incredible motivator. Surrounding yourself with positive and successful people will bring your spirits up and help keep them there.

Just remember, we all have days when our motivation is low. Try some of these ideas and see if they work for you. Or come up with a few of your own. Either way you will find that you can get motivated… it just may take a little work.



Sara Dahlman is the owner of Small Business Office Solutions, a virtual assistant business. Please visit her website at www.smbusinessofficesolutions.com for more information.

Article Source: http://www.wahm-articles.com