The Virtual Executive Firm

How to Organize Your Office Space

noreply@blogger.com (Executive VA) — Mon, 16 Jan 2012 19:54:00 +0000

Controlled chaos seems to be the best description of most office spaces today. Stacks of paper waiting to be sorted, post it notes here and there, and old mail that you are pretty sure holds at least one bill that was not paid last month. This picture applies to the virtual office professional as well as the natural. But how can you gain control when all the post it notes seem to blur into one big eye sore and you are just too busy to dive into the stacks of papers to be sorted? I would like to offer a few business solutions to help you move forward and break the habits that keep you in this hectic atmosphere.

Your Desk: Make keeping this space clear and organized your top priority. Go through your inbox each morning with a highlighter in hand. Highlight important information like deadlines and phone numbers. Sort the documents as Throwaway, To Be Filed, or Follow-Up. Deal with urgent tasks immediately.
Your Tools and Equipment: Keep tools, resources, and equipment you use often, nearby. Keep a clock and calendar right in full view. Your desk supplies like pens, highlighters, and scissors should have a specified spot within your desk closest to your reach—maybe the top drawer. If you use larger equipment like a fax machine, for instance, keep it close by as well.
Organize and Reduce Paperwork: As you go through your inbox in the morning or even throughout your day, make it a point to deal with the documents in your hand. Ask yourself, if this information could be inputted in your electronic organizer, if you have one. File current documents alphabetically in the deep drawer within your desk. Documents not used or referred to as often should be filed in a filing cabinet nearby. Lastly, scanning of older documents to be saved on disk, also known as electronic filing, makes for better out of the way storage and easier retrieval than paper filing.
The Old Fashioned To-Do List: Preparing for the next business day is pertinent in helping you maximize your productivity. Make it a habit to close each day by making a list of priorities for the next workday, while making note of what could be delegated to another professional. Develop or plan a routine that will make things run more smoothly for you as well.
Have a Routine Set in Place: Follow a daily routine and you will find yourself working on autopilot. This will also help you maintain the home office system of organization you have set in place.

In closing, I would like to recommend a tool I came across from Office Depot: "Put Your Work Style to Work 5 Day Plan" http://www.officedepot.com/promo.do?file=/promo/makeover/getorganized.jsp. This resource will help you become more self-aware and will help you maintain organization once you have reached it.

Transitioning Your Business to the Virtual Realm

noreply@blogger.com (Executive VA) — Fri, 09 Dec 2011 21:26:00 +0000

"The virtual realm," the term itself sounds so cold and kind of like science fiction, but that can't be further from the truth. Make no mistake, making the transition to streamline business functions by working with the virtual industry will offer benefit after benefit many times over. Allow yourself to simply look into what services the virtual business owner may have to offer and how they will use online tools to provide assistance. It is their business to be your productivity enhancers. Small businesses are prime candidates for profiting from a successful collaboration with a virtual assistant firm.

A small nail salon can drastically intensify their visibility simply by having a website, which in turn will improve their list of potential clients, and make for a fairy tale ending just by diving into the virtual realm. Because the local gift shop owner hired a web staff to handle his repetitive administrative tasks, he now has more time to look after things he enjoys - like that special project, a new product line he's been thinking about getting on his shelf, or just getting to know his customers.

How do you know when it's the right time to make your business transition into the virtual realm? Maybe you've missed opportunities because you failed to follow-up with potential clients in a timely manner, or the day to day running of your business keeps you from doing the exciting business projects you have been thinking about for months. What about your general items on your to-do lists that seem to be pushed off for the next week and how many times do you find yourself working weekends and evenings just to keep up with the repetitive administrative tasks that must get done? Instead of hiring an employee to help you keep a handle on things, take a look over the brick and mortar wall into the land of the virtual assistant. Employees might incur more overhead expenses like office supplies and equipment not to mention the expectations of health benefits, but with a VA, all you worry about is the work itself.

A virtual team of assistants can actually help grow your business when it’s organized and executed mindfully. Small businesses can benefit from using internet tools far beyond email and instant messaging. Tools like websites, email surveys, your own company newsletter, and having a friendly contact for your customers to touch base with when you are unavailable are priceless resources that you must explore.

Let's look deeper. Having a web presence will expand your reach; keep in mind a website is your virtual front door. You can have a website not only set up for you but also managed and updated. Need to update your current list of potential customers and keep a line of communication open with current and past customers easily? Virtual Assistants can create, organize, and manage a newsletter for your business to keep your marketing momentum going. If customer support is a hurdle for you and find yourself not able to meet the customer service standards you have set for your company, have a VA to assist you with handling the special needs of your customers.

Having a web staff on your side will guarantee you are collaborating with experienced internet savvy people with a variety of talent that are there to help your business flourish. Customers will recognize the organization of your business and when they do your customer relations will improve and develop into new business. When customers have a terrific experience, they'll let others know.

Obtaining Legitimate Mailing Lists

noreply@blogger.com (Executive VA) — Wed, 23 Nov 2011 19:33:00 +0000

Having a direct mailing list is a great way to connect with potential clients and to offer your assistance. Healthy leads can be cultivated by initiating an exchange simply through email. Obtaining legitimate mailing lists can be done over time through several avenues. Your list will become a living document, changing all the time, and added to as you continue to connect with other entrepreneurs. Here are a few tips as to how you can "beef up" your mailing list:

Grab business cards whenever you come across a stack. Places like your local visitors center, coffee shops, airports, or even dealerships. There are all kinds of places where entrepreneurs leave their cards to market themselves. Keep your eyes open.
Check out your local Chamber of Commerce; they may offer opportunities to network with business owner and entrepreneurs in your area.
Hire My Mom is another great place to find new additions to your mailing list. With Hire My Mom you pay quarterly for access to their job postings. These are legitimate contacts and you are completely in the right to contact them via email.
The ReferenceUSA database allows you to search for certain types of businesses by filtering your search by business type, geography, size, or home-based. Best of all it's free! It's a wonderful resource, just visit http://www.referenceusa.com/Static/Home.

These are just a few ideas to help you on your way. Remember, this is a marketing strategy that must be handled with the utmost professionalism. Of course, for the contacts that are expecting your correspondence, there is no issue. But for those who are not, you may want to be sensitive with your communication and understand that your email may not always be welcomed.

Although frowned upon, it is not illegal to send unsolicited email to prospective clients. What is required is to give the name and address of the sender and a way to opt-out of the email list; otherwise this unsolicited email is considered SPAM. Make sure that the opt-out button or link is easy to find. I would also recommend making mention of how you are connected with them or where you may have gotten their information; whether you picked up their business card at a local visitors station or you connected with them through LinkedIn, just let them know. For more information about the SPAM law visit http://business.ftc.gov/documents/bus61-can-spam-act-compliance-guide-business.

With all this being said, the number one way to gain a great mailing list is to NETWORK! Connect with people through online forums, social media, local organizations, friends, or family. There really is no substitution for the old fashioned "How do you do?".

The Ideal Candidate for the Job | Do You Have the Right VA?

noreply@blogger.com (Executive VA) — Thu, 27 Oct 2011 18:48:00 +0000

It's important, when selecting the right virtual assistant, to make sure that they possess the skills that qualify them as "the right fit" for your business needs. To understand and size-up the virtual professional you're considering, prepare for the interview ahead of time; it's essential to have a plan of action. Recognizing what you want in a VA, knowing the right questions to ask them, and understanding how to confirm the VA's credentials will lead you in the right direction and to the right virtual assistant for you.

Start with Knowing Yourself

First search yourself for some answers as to what you really want in an online business manager. What services or skills are most important to you, what programs do they need to be familiar with, and what kind of rapport should you have with them. Also think about the logistics; how will you be sending payment, how should they invoice you, will the work be hourly or project based, and would you be willing to sign a service agreement. These are just a few examples of things to assess about yourself before you actually begin speaking to potential candidates.

Be Creative in Your Questions

Now that you know what you're looking for, it's time to prepare some questions for the VA's. When interviewing different candidates knowing how to ask the right questions will help you determine who lands the job. A list of questions to keep on hand might include the following:

Ø How much experience do they have?

Ø What professional certification do they hold?

Ø What kind of education and training do they have in the field?

Ø Ask them to talk about how they work virtually?

Ø What kind of software do they use and what kind of office equipment do they have? (i.e. fax machine, scanner, web cam, etc)

Ø What programs are they familiar with?

Ø What types of skills do they have?

Ø What skill do they specialize in?

Ø What part of their work do they most enjoy?

Ask your candidates open-ended questions like these, and try to stay on point during the conversation. Take note when the applicant avoids or changes the subject; also recognize when the applicant "harps" or constantly refers to a particular subject. These tactics may divert your train of thought and may also act as red flags for you to consider.

Look for Flaws

After speaking with the candidates, validating their credentials will be a way to safeguard your time and efforts in engaging in business with a VA. A few ideas might include:

Ø Getting references

Ø Reviewing their portfolios

Ø Giving an assignment to complete

Have them provide a list of references and contact them. Inquire as to whether they would work with the VA again and ask how they feel about the service that was offered to them. Also, have the candidates arrange a portfolio of their work for you to review. If you are looking for a VA with more specialized services like maintaining a website, writing blog articles, or social media management, you might want to consider requesting the candidates to complete an assignment. You could offer to pay them for this work or not; that's up to you. It will be the decision of the applicant as to whether they would like to proceed. Examples of an assignment might be writing an article or a few Twitter posts about a named topic of your choice. This is a perfect method of shaking loose those who are not serious about the position and will reveal the true skills and talents of those who are.

There is nothing like having a multi-skilled virtual assistant at your right hand; that's why working with a Virtual Executive Firm is so appealing.

When working with a firm like Hess Business Professionals & Associates, you have the advantage of being able to utilize all the skills that are offered by a variety of certified VA's all in one place. Professionals who specialize in remote skill sets like graphic designers, writers or editors, marketing managers, or online business managers will be just an email away. No need to go through the interview process over and over again every time you have a new project. Talk about made-to-order administrative support! Having confidence in your chosen VA firm will give you the peace of mind of knowing each virtual assistant you work with has proven themselves in the field and you will always know that you have the right VA!

Differences Between A Virtual Assistant And An Online Business Manager

noreply@blogger.com (Executive VA) — Mon, 15 Aug 2011 21:00:00 +0000

No matter what you may have been told, a virtual assistant and online business manager are not created equal. Both roles are important to operating an effective internet business, but only someone who is in complete control of your business can truly free you – a role performed well by an online business manager.

If you are planning to contract someone to act as your virtual support person, you should understand the role an online business manager plays verses a virtual assistant. This is the same for career aspirants who want to make a living by offering virtual administrative assistance.

Objective – The main focus of an online business manager, as the name suggests, is management. He or she acts more as an operations manager or executive assistant rather than a support assistant. It’s appropriate to view an online business manager as an associate partner who tends to operations, managing team players, and aids in controlling costs. A virtual assistant on the other hand focuses on getting the task done. He or she is the go to person to get the job done. Services often include data entry, web research, customer service, and administrative assistance.
Responsibility – Being an associate partner, an online business manager is responsible for the overall success of the organization along with individual success. The same business pains you feel in a day are felt by your online business manager. Your business is their business or at least that is the mindset of a good manager. A virtual assistant on the other hand worries about the organization’s performance only in the areas that affect him or her directly. As long as the VA is providing excellent virtual support, their role is taken care of.
Client Management – In a normal scenario, a business manager will focus on 2 to 5 clients at a time, giving each one-on-one attention, and tending to the client’s business as if it were the only one. Just possessing a knack for multitasking at a high-level of expertise is a skill-set often only found in an experienced online business manager. A virtual assistant tends to pick and choose projects and can be juggling 5 to 10 clients all within a 30 day period. By no means does this suggest that a VA is capable of handling a higher volume of work, rather it shows that the normal VA works shorter contract terms than a business manager.
How Do They Help A Business – Business owners need to find more time on focusing the core business and an online business manager can be a helping hand. A business manager will provide excellent administrative assistance in their role as a project manager. Doing so helps the business manager to escalate several tasks in their direction. Similarly, you don’t have to waste time on attending customer calls and responding to emails, but your virtual assistant will take care of that.

Though the roles of a virtual assistant and online business manager are very identical, both require a different level of expertise.

Collaborating Tools | Why Use BaseCamp or ManyMoon?

noreply@blogger.com (Executive VA) — Mon, 15 Aug 2011 17:18:00 +0000

Collaborating tools like BaseCamp and ManyMoon are becoming increasingly popular among professionals and businesses. The invention of collaborating tools was with a very simple motto: to build easy to use project management software. If you want to manage online business effortlessly, these collaborating tools are the best choice you got!

Now Work With Others Effortlessly

If you have a large outsourcing team, you know how hard it is to manage communication for multiple projects via email. Collaborating tools like BaseCamp and ManyMoon can help you to easily worth with others and act as a team. These tools can handle multiple projects at the same time and communication notifications will be sent to selected recipients.

Effective Project Management Software

Collaborating tools work with cloud computing principles, and is very powerful project management software. You can manage online business like a charm with the project tracker that shares deadlines, to-do-lists, milestones and communication. With collaborating tools, you can assign milestones to individuals or create a team to manage online business. The straightforward tools will make project management so easy, making you forget how you used to work with others earlier!

Flexibility

The enormous flexibility of collaborating tools helps you to act as a team and perform multiple tasks. People use BaseCamp and ManyMoon even for organizing weddings. Home renovation companies use these collaborating tools to communicate with their customers, update them about the work-in-progress and send reports. You can even upload project pictures to share with your team.

No Installations

The single most benefit of cloud computing is its ‘no installation needed’ interface. You can access a cloud computing based project management software like BaseCamp or ManyMoon with a simple internet connection. ManyMoon supports Google Apps interface now, which saves a lot of time. It’s totally up to you to decide the nature of a task. If you don’t want to work with others on a certain project, you can make it a private project. Similarly, creating shared projects to act as a team is really simple and you can invite people to join an individual task or the whole project.

Collaborating tools are going to be the future of project management software as they are easy to access, operate and archive. Most of us work in a world without boundaries so tools like this that can make outsourcing an easy task really helps!

The Webinar: Popular Online Education Platforms

noreply@blogger.com (Executive VA) — Thu, 14 Apr 2011 17:41:00 +0000

John Anderson’s business specializes in providing training in WordPress 3.1 to online business owners that wish to develop, update, and implement widgets and plug-ins on an as needed basis. To increase awareness of John’s business, his marketing assistant recommended that they utilize online education platforms by way of the webinar.

“The idea of training people virtually was a little intimidating” says Anderson, “and I was nervous no one would attend. After all, the majority of our audiences are small business owners and entrepreneurs who would rather spend their free time making money rather than training”.

Anderson and Anderson WordPress World has provided more than 500 educational training webinars over the last five years at $89 an attendee. Webinar training is an important revenue stream to accompany John’s IT consulting and development services.

What has made webinars so successful? Anderson says, “The key to a successful webinar is to bring your audience something of interest, starting with the title”. It boils down to topic, title, speaker and technology.

Kick it off right. Do not be a “cookie-cutter”! Start your webinar with a lead into the main event instead of saying, let’s get started.

Polish it visually. Use a PowerPoint presentation that has vibrant colors and fewer words. You will be surprised how well photos and video support the speaker.

Open the floor. Allow your audience to interact with you and ask questions. Of course, there is a proper time in the presentation to open the floor.

Anderson concludes that it is important you use a user-friendly webinar platform such as WebEx and GoToWebinar. This is because not all online education platforms are created equal.

In The News: Rhonda's Virtual Office

noreply@blogger.com (Executive VA) — Wed, 13 Apr 2011 19:34:00 +0000

As a business owner and virtual business mentor, I have the opportunity to meet people from all across the world. The greatest reward I receive is when a colleague that I’ve mentored obtains recognition for they’ve achieved. This month, I would like to spotlight Rhonda Holscher, owner of Rhonda’s Virtual Office.

Rhonda’s Virtual Office helps companies streamline

By Kellie Geist-May

Utilizing a Virtual (Remote) Assistant Properly

noreply@blogger.com (Executive VA) — Mon, 16 Aug 2010 22:02:00 +0000

Today, the term “Virtual Assistant” is known among internet savvy individuals worldwide. The Virtual Assistant is utilized in areas like interactive marketing, website management, project management, and in the administrative field. Virtual Assistants (VAs) are unique because they’re able to multi-task while still managing time productively – a concept many Time Management professionals have yet to understand.

Although the term “Virtual Assistant” has grown in popularity, the majority of business owners struggle with how to tap-in and utilize a VA. Internet entrepreneurs like Informational Marketers were the first to explore this area of assistance. Through networking and the sharing of technical information, the interest in partnering with virtual assistant firms grew; however, the when, why, what and how to utilize such an individual has yet to hit the news stand. It is like a best kept secret among entrepreneurs!

There are several ways I recommend a business owner should use the skills of a virtual assistant. Here are just a few of the services provided:

• Small business bookkeeping
• Web research and data entry
• Mailing promotional material
• Managing projects
• Managing a team
• Customer service
• Blog and social media
• Writing newsletters and press releases
• Updating online profiles
• Setting appointments

The ideal VA is interested in a long term business relationship with you, and with minimal pains, this can be achieved.

First, you need to determine what needs to be done so you can stay on top of your business growth. This list should contain items that are on your desk eating up your day. From simply updating your contact list to revising your website or even designing a blog, the right VA can easily take the task off your hands.

Second, you need to provide all of your passwords and user account names. If you are even the slightest worried about your VA stealing information, you are not ready for this step into the virtual realm. A business owner has to feel confident he/she is making the right choice – that gut feeling – or the entire relationship is doomed.

Third, you should not be afraid to share with your VA that this is your first time. The professional virtual assistant will show you the ropes without criticism. But keep your expectations in check. Although most VAs is technically savvy, it does not mean they have all of the answers or can provide all of the services you require. Be realistic in your requests.

Fourth, you should stay to a budget but not be too frugal. You can find a VA for pennies on the dollar; however, you get what you pay for. Approach this with a reasonable budget that both of you will be happy with. Remember that you want your VA to save you time and money, not add to your frustration.

Fifth, your communication skills are important. Be ready to tell your VA when you can be reached and how you want to be reached. Most VAs use an instant messenger to communicate with clients but that might not be doable for you. Discuss what is!

Your relationship begins during the interview process. Make a list of what you are looking for in an assistant. Start with personality traits and then focus on skills. Because this is a long distance relationship, it is important that communications are pleasant and productive.

Are You Interested in Becoming a Virtual Business Associate™?

noreply@blogger.com (Executive VA) — Wed, 17 Feb 2010 18:18:00 +0000

Opportunity Knocks

Hess Business Professionals & Associates LLC is a leader virtual administrative support located in Southeastern Michigan. We are executive level service professionals helping entrepreneurs and small businesses across the globe in business development and business management. Our experienced associates utilize a vast array of service management tools to help business owners organize office activities and develop strategies to meet their short or long-term goals.

Prospective Virtual Business Associates

Is a virtual business the next logical step in your career? If you have the experience, drive, and commitment to do what is best for your clients, becoming a Virtual Business Associate™ may be right for you. Imagine working from the comfort of home, managing the business your way, and reaping the benefits of a business partnership with Hess Business Professionals & Associates a leader in executive administrative support.

As a Virtual Business Associate™ you continue to pursue your dreams, while tapping into our resources. We provide you with the education and training to set a solid business foundation. Continual support is available on-demand to assist with marketing strategies, social networking, and customer relations.

A partnership such as this is unique, as you are not buying into a franchise rather agreeing to commit to completing the Virtual Career Training Program™ and investing your time in networking with other associates. With the relationships you develop, you’ll be able to share the revenue and rewards of positive client relations. The secret is to provide your client with a well-rounded service that meets every aspect of their business. We believe one person cannot achieve this alone.

To learn more about the benefits of becoming a Virtual Business Associate™ and how you can apply, contact Diane Hess of Hess Business Professionals & Associates LLC.

Open Door Policy: What does it mean to have an “Open Door Policy”?

noreply@blogger.com (Executive VA) — Fri, 12 Feb 2010 19:10:00 +0000

Managers are often afraid of putting an “Open Door Policy” in place. The fear is that entry level employees will misinterpret how the ”Open Door Policy” is to be used, and monopolize valuable time with ridiculous complaints. This time waster results in lower production, which to upper management equates to enormous loss.

BusinessDirectory.com defines the ”Open Door Policy” as, “Management practice whereby all employees have direct access to the senior executives without going through several gatekeepers or layers of bureaucracy”. I personally like the MacMillan Dictionary definition, “a decision by someone in authority to make themselves available at all times for anyone who wants to talk to them”.

At Hess Business Professionals & Associates, I bring each of my associates on board with the understanding that I am always available to listen to their complaints and concerns. My focus is on encouraging them to play a proactive role in my firm and offer up suggestions that will help us grow as a team. Of course, I too waste valuable time managing complaints but it is a small sacrifice for me.

In my industry, the problem is often in communication. The interpretation of email communications and written documents is left up to the individual. Email can sound harsh when the intent is to ‘inform’, and before you know it, someone’s feelings are hurt.

The only way to avoid misinterpretation is to encourage each associate to pick up the phone when an issue arises whether it is from a client’s email or me personally instead of letting it brew. I cannot stop it from happening, but I can calm things down before they get out of control. The key is to address and resolve the problem.

Every situation is looked at as a learning opportunity; a chance to improve and to grow. With our “Open Door Policy”, I encourage associates to take control and respond only after they have had the opportunity to self-evaluate what has transpired. It is crucial to our relationship that tempers are controlled, gossip is eliminated, and we become a group that truly encourages one another accepting each other’s faults.

Not everyone is going to be content with this policy and a few will find fault regardless. However, the overall result is positive and a positive environment is what we should focus on creating. The “Open Door Policy” will build trust within our team and even employers will benefit by knowing that we operate a business that encourages its members to work in a balanced environment.

Outsourcing: Not Necessarily a Four Letter Word

noreply@blogger.com (Executive VA) — Fri, 12 Feb 2010 19:08:00 +0000

Outsourcing has been going on for decades. For many of us, the term is a four letter word that brings controversial conversation to the forefront. The government actually has rewarded businesses that would outsource to other countries. With the state of our U.S. economy though, things are changing and the tax credits are being given to those who keep the jobs in the U.S. This is great news for the small business owner.

Outsourcing is still an inexpensive means to obtaining the products and services we need to operate our business. The focus should be on outsourcing to U.S. based entrepreneurs that specialize in bookkeeping, web development, project management, concierge services, executive administration, and architectural design. By doing so, you are cutting costs associated to hiring an employee and saving money that can be spent on obtaining a higher return.

In all honesty, outsourcing is nothing more than subcontracting an individual or company’s staff to complete assigned work. Many industries practice this on a day-to-day basis. For instance, Comcast a leader in cable television and Internet service subcontracts labor from other companies. The subcontractor simply represents himself as an employee of Comcast. The bottom line – Comcast is saving money by not hiring these individuals as employees.

It is time to change your opinion about the term “outsourcing” in association with cutting cost in the U.S. Instead, learn more about how your business can gain an edge in a down economy by subcontracting to a virtual firm or freelance virtual assistant.

Besides the obvious savings in employee costs, our clients find that they have more time to concentrate on building their business.

“The simple act of releasing my day-to-day tasks over to Hess Business Professionals relieved me of so much unnecessary stress. Their support has been a godsend”, Andrew Holloway of Technical Treasures.

“Our Human Resource Department was overwhelmed because they were handling customer care as well. Subcontracting Diane Hess and her associates to handle our customer complaints and collections, took the pressure off our girls and helped them be more productive”, Joanne Limbert of City Waste.

In the later months of 2010, we are expecting dynamic changes to how businesses owners operate their businesses. It is a fair assumption that once corporations learn more about the advantages to subcontracting to business firms, the U.S. economy will begin to grow again. The goal now is to inform U.S. businesses that there are options to cutting employee costs and it all starts here. Outsourcing does not need to be a four letter word in the circle of friends and colleagues you trust.

Are You Losing Sight of The Horizon?

noreply@blogger.com (Executive VA) — Tue, 10 Nov 2009 21:41:00 +0000

Entrepreneurs often lose focus on winning over new prospects due to the overwhelming day to day tasks of managing their current flow of business. When I start a new relationship with a business owner, I often discover that the individual has difficulty delegating work.

“I’m new to working virtually,” they tell me. “I’m not certain what method to use to hand over my agenda, emails, and accounting. I’ve been doing it so long on my own that I don’t know where to begin instructing you”.
They’ve been so busy working in their business that they’ve lost touch with quarterly growth cycles and marketing strategies. Now, that they realize they need to relinquish some of the responsibilities onto a manager they’re grasping for ideas on how to re-organize.

The good news is that I do know how to bring them back in-line with their vision and it starts by asking, “Why have you been doing it all yourself?”

To be honest, I too have been there! I started off freelancing and thought it was great setting my own schedule. It wasn’t long before I started building a client base and deadlines had to be met more often. I lost sight of my goals – to work when, where, and how I wanted so I could have more free time to enjoy my life – and found myself overwhelmed.

Lessoned learned, I am now prepared to aid my clients better because I understand what they are facing when they’re thinking about contracting a professional assistant.

Insecurities

“How can I make sure that a virtual assistant won’t steal my ideas?”

I cannot speak for others, but in my practice, I make it a point to sign a NDA (Non-Disclosure Agreement) and other contracts that ensure my client is confident handing over sensitive material. There are no guarantees, but there are steps we can both take as business owners to protect ourselves providing you’re doing business with someone who resides in the United States.

“I have a very solid clientele base and if they catch wind that I am outsourcing work I could tarnish my reputation”.

Working for you means that I represent you in every aspect of business. I am not Diane Hess the owner of Hess Business Professionals & Associates; I am Diane Hess XYZ’s project manager or assistant or marketing specialist. I take your business seriously.

The Solution

The solution is releasing all administrative or management responsibilities to someone who provides quality secretarial services in business management and development. This simply means it is time for today’s entrepreneur and small business owner to look at non-traditional methods to saving time and money so they can actively pursue more business.

I enjoy helping others find what they need. I haven’t turned down too many new prospects in my career, but I have redirected a few to other sources when I realized their expectations and demands superseded my capabilities. Not that I can’t do it all, but today I know within the first five minutes of a conversation if I am the right fit for a potential client. If I don’t feel confident moving forward in the relationship, I ensure the prospect I have their best interest in mind and lead them to someone who would be the right fit.

Think Before You Leap: 10 Things You Should Consider Before You Contract a Virtual Professional

noreply@blogger.com (Executive VA) — Sat, 12 Sep 2009 17:49:00 +0000

Whether I am working onsite or remotely, I always appreciate working with an individual who knows exactly what they want to accomplish. It is easier to plan, process, and proceed with an action with a little direction. Unfortunately, I assist more business professionals who “don’t know” what they want to achieve rather than those who do.

Here is what I suggest every business professional considers before they decide to contract a virtual professional:

1. Research the net so you have a better understanding of what a virtual professional does. For example, a virtual professional and a virtual assistant are one of the same. Well to some level! The term “virtual assistant” or “virtual professional” refers to a professional who provides a wide variety of administrative services from a remote location. Individuals who support small business owners and internet entrepreneurs with executive level support, like project management, will choose the title “virtual professional” over “virtual assistant” to brand themselves as an Executive Professional Assistant.

2. Research the going hourly or annual rate for an individual locally that holds this title and works onsite. Often you will discover that it is a lot less to contract an assistant than pay for employee wage fees. This will give you some idea of what you can expect a virtual professional to charge. For instance, if a data entry clerk makes $10 per hour when working 40 hours a week onsite, you can expect a virtual assistant to request $12 per hour. This is still less than what you would pay the government to hire an employee, especially when you factor in the cost of utilities, equipment, and benefits.

3. Understand what it is you want the virtual professional to do for you. Are you looking for someone to delegate the tedious daily tasks? Will you need an assistant that is an expert in accounting, marketing, or web development? Take a few minutes before you start your hunt and jot these things down.

4. Budget for a virtual professional. How much does your budget allow for? If you only desire a part-time assistant to help you organize your agenda, follow up on phone calls, and update your blog; a small monthly budget of $250 could be all you will need. Just remember that whatever you budget for stick to it.

5. Seek out a reputable bidding forum or job listing website to post your request for proposal. There are several sites that you can use like Guru, Elance, Odesk and Lime Exchange. Make sure your request is detailed. The more information you can provide; the better your chances of finding the ideal candidate.

6. Go directly to the source. An even better idea is to go directly to the source when looking for a virtual professional. Use Google to seek out virtual assistants and visit each site. By seeking out a professional assistant in this manner, you get a glimpse into their writing style. If the site has misspelled words or poor graphics, you know immediately that this is not the person you want.

7. Ask for references; not a RESUME. When you hire a virtual professional, you are not hiring an employee rather contracting a service. Therefore, a resume is not necessary. Instead, ask for business references and samples of prior work.

8. Prepare to let go of your confidential material. For a virtual professional to perform with excellence, they need to know the ins and outs about your business. This includes confidential passwords, user identification, and credit card information. You should be prepared to relinquish every document that is needed. The best practice is to have your virtual assistant sign a Confidentiality Agreement to protect you from any unlawful action.

9. Keep a business relationship. Since you are contracting an individual to perform business tasks on your behalf, you must be prepared to agree and sign a Service Agreement. This agreement often lists the project scope, expectations, responsibilities, payment terms, liability and other key business terms. It is a good practice to complete this agreement in its entirety.

10. Expect your virtual professional to request an “OPEN DOOR POLICY”. Simply put – you must communicate. Without the proper communication, this new relationship will not work. A good virtual professional will be able to guide you through what has worked for them in the past with other clients and provide you with some communication options. This often means the use of IM programs like Yahoo! IM, Skype, or email.

You want to be completely prepared when you call a prospective contractor. If you take the time to review these ten key points, you will be able to supply the information necessary to make this new business relationship work.

Official Launch of Mentoring-2-Success.Com

noreply@blogger.com (Executive VA) — Wed, 09 Sep 2009 20:05:00 +0000

September 9, 2009 – Now announcing the official launch of Mentoring-2-Success.Com, the site where a virtual professional can receive the one-on-one mentoring they need to achieve their new career goals.

At Mentoring-2-Success.Com visitors can learn more about the M2S Program and benefits of participating in workshops or personal one-on-one mentoring. A calendar is available to keep track of up and coming M2S events and IM sessions. In the months that follow, subscribers will be able to participate in forums and aid in the development of workshops.

The Mentoring 2 Success Program is for all professionals who operate in the virtual industry. From a real estate agent to a web developer, there is something you can gain by having a personal business mentor like Diane Hess at your side.

In Mentoring 2 Success IM Sessions:
- Participants have on demand access to a live mentor
- Communications are direct, to the point, and deliver immediate satisfaction
- The question is asked and Diane finds the best business solution to assist you

In Mentoring 2 Success Workshops:
- Participants receive ongoing mentoring and live support
- Participants meet two times a month for training via webinar or teleseminar
- Participants receive audio recordings of educational podcasts and updated records to add to their database library

“The only way your business can succeed is if you take a proactive stand and fight during this ungodly recession. You will never see the light at the end of the tunnel if you give up now. Invest in yourself and explore what you CAN DO to better your business through the Mentoring 2 Success website”.

Diane Hess, Virtualpreneur Mentor and founder of CertifiedVP invites you to visit Mentoring-2-Success.Com and become a fan of her Facebook Fan Page. Through Facebook you can stay on top of monthly specials, tips of the trade, and other key points in building your business.

Keep Your Company’s Finances in Control

noreply@blogger.com (Executive VA) — Fri, 04 Sep 2009 13:28:00 +0000

Announcing September 2009

Consignment Bookkeeping Service Plan

September 4, 2009 - Are you looking for an affordable rate on virtual bookkeeping services? The Consignment Bookkeeping Service Plan is guaranteed to keep your company on the right financial track.

The September 2009 Consignment Bookkeeping Service Plan saves you twenty five percent over the cost of other bookkeeping plans. The average small business owner and internet entrepreneur requires 10 to 25 hours of assistance with account receivables, payables, invoicing, and monthly reconciliation of accounts. This results in an expense of $200 to $500, sometimes even more.

We offer you this same service for less! To participate in the Consignment Bookkeeping Service Plan, all that is required is your commitment of 10 to 20 hours monthly for a three-month term. A retainer is paid based on the minimum number of hours and you are billed monthly for the duration of the contract.

No small business should be without a reliable, accurate bookkeeping system. If you are using QuickBooks to meet your accounting needs, you still need a bookkeeper who understands how it works. Our associates are certified in QuickBooks and deliver results with honesty, integrity and excellence. Nothing is more confidential than the state of your company's finances.

What are your waiting for? Opt into receiving the September 2009 Consignment Bookkeeping Service Plan and start saving! Your bookkeeper will work exclusively with you to assist in bringing your books up to date, organizing customer and vendor accounts, enter receivables and payables, and reconcile monthly. You can sit back and relax knowing that your company's finances are in goood hands.

The Virtual Executive Firm: Go Green: Isn’t it time you considered the benefits of operating a green office?

noreply@blogger.com (Executive VA) — Wed, 12 Aug 2009 17:17:00 +0000

The Virtual Executive Firm: Go Green: Isn’t it time you considered the benefits of operating a green office?

Complete Tasks with Less Effort: Improve Production

noreply@blogger.com (Executive VA) — Mon, 10 Aug 2009 16:35:00 +0000

Every business owner has a task list that exceeds the length of their arm. With each new day that dawns, another item is thrown on the "to-do" list. Then of course, you are faced with prioritizing your list all over again. This is a continuous cycle that can result in low production and high stress.

Wouldn't you appreciate a service that could allow you to be less active in the "daily to-do" list and more productive in generating revenue?

Agenda management is just one small task virtual professionals perform. It goes hand in hand with email management and appointment setting. The process starts early in the morning with picking up your email, answering what needs to be addressed, deleting spam communications, and forwarding what needs your exclusive attention. From there the list is populated with additional tasks and prioritized on your behalf.

After a phone conversation, the priorities may be adjusted to suit your personal appeal but still nothing needs your hands-on attention. Your virtual professional has it all under control eliminating any reason to become stressed. By the end of the day, you can put your feet up and relax knowing that the minor to-do's for the day are being handled by someone who has a true passion for your business.

If you really want to pump up the production with less effort, you can take the agenda management services one step further.

Operating your business effectively can be done with less effort on your part. All you need is a good executive assistant on board. Your executive assistant can help you micromanage anything from setting up events to processing customer orders. If you can carry out the task in a traditional office setting, it can be done remotely from a virtual office.

Experienced virtual professionals are experts at micromanaging the day to day grind. No hand-holding is required! All effort is made to know how your business is operated. We manage customer relationships with integrity and your business as if it were our own.

Go Green: Isn’t it time you considered the benefits of operating a green office?

noreply@blogger.com (Executive VA) — Wed, 22 Jul 2009 19:44:00 +0000

Green is in! Businesses across the globe are searching for ways to transform their business into a “green” business. From saving documents in electronic format verses printing to changing overhead lighting to Energy Star certified compact fluorescent lighting. Every effort is being made to cut on cost.

What about taking the “green concept” a little further?!

Transitioning your traditional office space to a virtual office environment will save your company more money than you can imagine. It begins with the elimination of costs associated with office equipment, utilities, and employee wage benefits. Going green with a virtual office saves the environment and improves the company’s bottom-line. Your accountant will be astounded by the money you save.

With a virtual office in place you eliminate the need to commute back and forth to the office. Consequently, this saves on gas and decreases the amount of pollution you’re contributing to the environment. This improves the footprint your life leaves behind.

Think about it!

Contracting a remote assistant is one small way you can contribute. If you don’t know where to begin, all it takes is one call and we can show you where to begin. Test drive using a remote assistant today and discover how easy it is to work virtually.

The Virtual Office: Is your company staying in-touch with today’s technology?

noreply@blogger.com (Executive VA) — Thu, 04 Jun 2009 17:14:00 +0000

With all of the technical gadgets available to business professionals, I am surprised that more industries are not pursing the benefits of a virtual office. The expanded technology platform of web, email, fax, and phone can be used to create a very powerful virtual executive service team to enable business success. Best of all, these services are available without the usual expenses associated with hiring and training new people.

Technology today allows us to access any type of information from any place across the globe. From email communications to browsing the web, we are a society that feeds off of what technology has to offer us. Why then, would it not make sense to transition how you do business to the virtual office environment? If it is the human element you are concerned about, don’t be. The human element of face-to-face communication is still possible with an upgrade to web cams and webinar subscriptions.

Exploring Virtual Services

A virtual service is a service performed by a person or firm whom you may never meet in person, but can communicate with on demand by phone, instant messenger, or email. Solo entrepreneurs who use a virtual service gain access to talent that is tailored to suit their business needs that would otherwise be unaffordable if the service was performed on-site.

Examples of virtual services include but are not limited to the following:

· Administrative support
· Automated bookkeeping / accounting
· Business consulting & development
· Back office work
· E-commerce support
· E-learning
· Ghostwriter
· Graphic design
· Web hosting
· Web development
· Web copy
· And the list goes on.

Just about any service you can think of that is necessary to operate your business can be provided virtually, including customer service.

Technical Benefit to a Virtual Team

More than ever before, your business needs an edge to stay alive. Positioning your business in the main stream of technology may just be that edge. Perhaps you’ve had to lay off office personnel and that is hurting your business because you have no one to monitor the phones, or shipping and receiving is cut back to once a week and your sales have suffered. A virtual office team is just what you need.

Every aspect of your business can be handled by a team of virtual professionals, making the sale of your services and products a priority. No longer do you have a collection of vendors to track or employee benefits to pay; instead, you have a trained team of experts on board that help you streamline your business activities to give you more time to pursue profitable business endeavors.

If you invest in a virtual executive service team like Hess Business Professionals & Associates, you will have a team of trained experts at your finger tips who have more than a decade of ongoing experience in project management, team leadership, email communications, e-commerce back office support, remote bookkeeping, and so much more. All for an affordable rate!

Our associates keep your business operating in the main stream of technology.

Virtual Office Team Expansion

noreply@blogger.com (Executive VA) — Sat, 14 Mar 2009 22:05:00 +0000

We are proud to announce the expansion of our virtual office team. Hess Business Professionals & Associates is reaching out to the unemployed business professional and stay-at-home mom. Through a number of certified programs, we plan to equip people with the right success tools to pursue a career in the virtual industry as a remote secretary, project manager, web coordinator or data entry specialist. The positions are endless!

The Certified Virtual Seal of Professionalism is a recognized emblem that tells the online community you’ve gained the knowledge and training, and are continuing your ongoing education in the virtual industry. You’ve earned the right to be called an expert in the virtual field.

If that isn’t enough to convince you to share in our excitement, all participants in this program will gain access to a virtual business mentor, who will provide them with ongoing advice and training as they build their business, for an entire year. This is an offer to stay connected and work as a Hess Business Professionals & Associates virtual subcontractor while pursuing a career of their own.

Joining our virtual office team expansion starts by first taking the free evaluation at http://www.certifiedvp.com.

We take all applications seriously, but to be a part of our associate team and uphold the policies and procedures of a true professional certification program, all participants must successfully complete the training to be considered for the CVP Subcontractor List. Hess Business Professionals & Associates LLC is a company that has been servicing the online community for more than a decade. We pride ourselves in delivering a performance unbeatable by our competitors with excellence and integrity.

Do not Fall Behind; Seek Out a Partner!

noreply@blogger.com (Executive VA) — Thu, 05 Mar 2009 23:19:00 +0000

It is easy to fall behind no matter what sort of business entity you are operating. There are days when there is no end to the amount of paperwork that needs to be processed, and you feel like all you’ve accomplished is a few follow up calls. The stress mounts as you watch your sales drop, and you can’t help but wonder, “Why am I falling so far behind?”

The cold hard fact is that you’ll never escape the stress associated with being a business owner; however, there is a way to receive some relief. This starts with adding members to your team that bring value and eliminate your worries. People that are not only skilled but experts in their field, and specialize in helping you live the lifestyle you dreamed of living when you first started your business.

It sounds too good to be true, doesn’t it?

What most small business owners don’t realize is that the internet provides them an opportunity to subcontract professionals across the globe. From administrators to virtual bookkeepers; web developers to project managers; and interactive marketers to freelance writer. The number of professionals at your fingertips is endless. All you really need is a team you can trust and you can enjoy a successful lifestyle.

Partnering with a Virtual Executive Team

There are several highly qualified virtual professionals, but there are only a few who are willing to treat your client/vendor relationship as a partnership. Partnering with clientele is what a virtual executive firm specializes in. The act of serving has much more depth if it is conducted by individuals who are passionate about what they do and about your business success as well.

When you are seeking out support take a look at multi-level virtual professional teams. It is pretty hard to fall behind when you have so much support at your finger tips. I honestly believe that your success is a reflection of our success. That is what sets a virtual executive firm apart from most professional service providers. You won’t fall behind unless that is the direction you want to go.

It’s 2009! Are you prepared to prosper in a failing economy?

noreply@blogger.com (Executive VA) — Tue, 17 Feb 2009 21:51:00 +0000

All of us face the same dilemma day after day, whether we’re a business owner or an employee. There is that uncertainty about tomorrow. The struggle to survive is even affecting the very wealthy.

It makes sense that to prosper in a failing economy we have to implement a plan that will change the way business is conducted. This includes a joint agreement to provide high quality goods and services at a reasonable rate.

This type of mind set is crucial. What am I saying? Even those of us that provide a service online are affected by our local economic dilemma. Sure…as a virtual assistant or freelance service provider, we are not limited to working in the United States and perhaps even convince ourselves that the “grass is greener on the other side”. But it’s not! That is the issue.

The entire world is facing an economical disaster. As a business owner, I have stepped up to the plate for 2009. I am someone that always believed that you should obtain a wage that shows your value, and I am not saying that as virtual professionals we should not still strive to do just that rather I think we should be more reasonable.

The women who have joined my team of associates come from very successful backgrounds. The desire to make $80,000 a year is still a driving motivation for them but they realize that in today’s economy it just is not going to happen, at least not immediately. Even those who have struggled to maintain their annual income of $25,000 is shocked to discover that working virtually they may not even achieve that. Nevertheless, it is a harsh reality, isn’t it!

I’ve worked too hard to allow the slump in our economy to discourage me. In February’s edition of the Entrepreneur magazine, there was a statement made that read something like this, “Now is not the time to stop spending money and investing in our business! Instead, invest and keep on doing it for as long as you have the funds available”. When we start making cut backs, laying people off and grasping tight of every penny it works against us as business owners.

One may have to work harder to make the same amount they made a year ago, but at least you are working and the consumer is able to spend. It is the small sacrifices’ we make today that will change the future for our children.

News from MSNBC: Virtual Assistants

noreply@blogger.com (Executive VA) — Tue, 07 Oct 2008 21:24:00 +0000

If you are new to the idea of using a virtual assistant, here are a few videos to educate you on the concept and what others are doing.

A new way to work from home

Simplify Business: Go Virtual

noreply@blogger.com (Executive VA) — Sat, 06 Sep 2008 00:45:00 +0000

Now is the time to take your company to the next level and go virtual! What are you waiting for? With today’s poor economy and stock market issues, there couldn’t be a better time to act. It’s true, whether you support John McCain or Barack Obama on the issues that surround taxes and small business in the United States; your business can only prosper if you’re open to change.

The transition from what you know as a brick and mortar business to the virtual realm of click and point is not all that difficult to achieve when you have an experienced virtual executive leading the way. In the earlier years, business owners would shrug their shoulders when asked if they new what a virtual assistant was and how they could benefit from our services. Today, Entrepreneur Magazine and shows like 20/20 have provided segments on how entrepreneurs and small business owners can benefit financially from hiring a virtual assistant. The spot light being turned on our end of the virtual industry has made my job of simplifying your business even easier.

How will your business benefit?

The greatest benefit to you is the elimination of paying employee taxes. We operate as independent contractors and pay all of our own taxes. Some business owners choose to 1099 us at the end of the year, while others write our services off as a business expense. The choice is yours.

What is the biggest advantage?

Turning your business over to a virtual executive firm like Hess Business Professionals & Associates means that you have access to a hub of service providers that can meet the needs of your business in any area. This includes but is not limited to web development and design; web content and ghostwriting; bookkeeping and tax filing; interactive marketing and ecommerce support personnel. The possibilities are endless.

How do you go virtual?

It is quite easy. Whatever your current secretary can do in the office, we can do virtually. If you need your accounting done, that too can be handled using virtual tools like Log Me In or QuickBooks Online. The internet virtual tools are endless. All that is required is that you are flexible, passionate about your business, and willing to work with someone who shares that same passion putting your company’s needs first.