When…

When does someone decide they need a Virtual Assistant? First, they have to know what a Virtual Assistant is. There are as many flavors of Virtual Assistant as of ice cream at your local ice cream shop. There are Virtual Assistants who specialize in helping realtors. Others specifically work with coaches or public speakers. Others have special training that is most helpful to financial planners. Still others are Personal Assistants, helping busy parents wind their way through the path of school, work, soccer practice, piano lessons…you know the list!

So when does someone decide to take the big step? Actually, some people begin with tiny steps to see if it works out for them. But the when is still the same. When they find themselves moving backwards in the fast lane. When they can’t remember what it’s like to eat an entire dinner with the entire family. When they get up early to get a head start on the day, and stay up late catching up with what they got a head start on (???) This is no way to live!

However, not everyone who hires a Virtual Assistant is on the verge of a vacation in the psychiatric ward. Some people have created their business plan to include the use of a Virtual Assistant, or two, or three, from the very beginning. They might even have an onsite secretary in addition. The onsite secretary can greet clients face-to-face, which is still really important to clients. But when it’s 4:55:59 pm, and the business owner realizes that there is a project that needs to be done by morning, he knows better than to ask his onsite Lois Lane to stay for just another three hours to do that project. Instead, he gives that task to his Virtual Assistant, perhaps the one who is in a time zone 2 hours behind him. Or maybe that’s not necessary, because a lot of Virtual Assistants work after the kids are in bed, or before anyone in their right mind is up in the morning.

So to recap the “when”:

• when someone is on the verge of “losing it”
• when someone has carefully planned not to “lose it” in the first place
• when the onsite help is only hired from 9:00-5:00
• when the busy parent asks the kids to set the table, only to discover that she left them at daycare because she was coaching a client on her cell phone during her commute and drove right by without collecting the dear little critters

Say, does anybody have the time?

What is a Virtual Assistant? What do you do?

I am asked this question a LOT! Although a career as a Virtual Assistant is becoming more common, people still kind of wonder about the VA’s who perform common office tasks from home. Well, I wasn’t too sure myself at first. I actually was going to just write resumes, but when I looked online for a way to market that service, I came across the term “Virtual Assistant”. I asked the same question I’ve answered so many times since then. “What in the world is a Virtual Assistant?”

There are some canned definitions floating around on the Internet, but basically, a Virtual Assistant helps businesses, entrepreneurs, or just plain busy people, remotely. This assistance can be by fax, email, or phone. Many people also use shared website docs, like on Google. Using a web-based phone service, such as Skype, adds another dimension. With technology becoming more innovative every day, there are always new ways for a Virtual Assistant to help the client with word processing, appointment management, correspondence management, remote computer maintenance, transcription, accounts payable and receivable, bookkeeping, marketing assistance, gift services, event planning…well, you get the idea. Other than doing your filing for you, a Virtual Assistant can help you with most anything. Actually, why do you want to keep all those documents in hard copy? Why not try digital archives of your important documents? You can fit zillions of them on a flash drive or other backup device.

Not sure how to do that? You don’t need to know. Your Virtual Assistant does it for you. Actually, there are a lot of things you don’t need to know. Why would you want to spend your time learning how to do things that can be delegated? Wouldn’t your time be better spent on working with your current customers and finding new ones? Your business will grow much faster and more efficiently if you work within your strengths. Don’t try to be an expert at everything. Delegate, turn it over, outsource it…whatever you want to call it. Experience the freedom! You get your life back!

Who, What, When, Why, Where…The Who

No, I don’t mean the rock band. I don’t mean Horton, the Who, either.

I am asked very often, “Who needs a Virtual Assistant?” Or, “Who are your clients?”

I can think of very few people who cannot take advantage of the benefits of having a Virtual Assistant. Let me offer a few scenarios.

The Butcher, The Baker and The Candlestick Maker – As busy as they are, none of the three have time to write newspaper ads, design next week’s coupon, answer emails, respond to letters and inquiries, keep track of inventory, place orders, or send out invoices. The Virtual Assistants at Brookwater Group can handle all of these important areas, and for all three of these busy guys!

Wynken, Blynken and Nod – These three guys have one of the busiest “Sleep Shops” around. But they want to find new products for their shop that are not ordinarily available. You know, real goose down comforters, authentic Egyptian cotton bedding, and other really scrumptious products. We have Internet research experts that can not only find the products, but find the best prices for the sleepy trio as well.

So, enough for the fairy tales. Virtual Assistance may have seemed like a fairy tale a few years ago, but with today’s technology, there’s not much that can’t be handled virtually. Did you know that many working moms also use Virtual Assistants? It’s so time consuming to send in materials for rebates, get the kids signed up for soccer, cheerleading, music lessons, play practice… A virtual assistant keeps the family’s cell phone numbers on file, and delivers text reminders: don’t forget basketball practice, library books are due, book reports are due, don’t forget lunch money today. They can also pay bills, put together a menu for the book club next week, and on and on it goes, right moms?

Try thinking outside the box. How much is your peace of mind worth? Would it be good for your health to delegate a few of your most time consuming chores to someone who can be trusted to do it well? Birthday cards, gift selection, ordering flea treatment for the pets at a discount? How about ordering Valentines gifts to arrive at your house in the next week or so, instead of you running to the store the night before, because you just haven’t had time? We also keep a file of everyone’s size, favorite color, etc. We’ll be sure you know when their favorites are on sale!

If you’d just like to talk to someone about it to get an idea of how it works, that’s available at no cost. We even have a toll free number, so NO cost or obligation. Let’s talk!

Brochure Tips

Do you currently use generic brochures with a place at the bottom for your label or stamp? Have you received one of these brochures with the label or stamp crooked? Look professional? Not really!

A Virtual Assistant who has experience in graphic design can help you to create an effective brochure that goes beyond the generic template. Your brochure will really be your brochure, with your color scheme, your logo, professional photos and images instead of clip art, and text that reflects the things that set you apart from the businesses that still use generic brochures.

Before our clients’ brochures are sent off to the printer, there are some questions we ask them.

Does this brochure stand alone? Will people understand what is being presented without needing additional information, or is the purpose to get them to ask for more information?

What is the desired “first impression”? Casual, formal, fun, serious, alarming? Think carefully about how you want a person to feel after spending the first 5 seconds scanning the brochure.

What is its purpose? Selling, informing, call to action? The purpose plays a huge part in the design.

How will it be used? Will it be a Leave-Behind after meeting a potential customer? Are you hoping someone will pick it up while waiting in line at the bank? Is it meant to be a response to inquiries for more information? Will it be part of a direct mail package? Is it a selling tool to be used during a sales pitch?

In one short sentence, what is the topic or message?

It’s very important to answer these questions BEFORE presenting your new brochure to your customers or clients. Trust this job to your Virtual Assistant to be sure your information is targeted correctly and designed distinctly.

Julie Mockerman
Brookwater Group
www.BrookwaterGroup.com

Oh, the Freedom and Payoffs

I am so fortunate to work from home! Being a Virtual Assistant is one of the most fulfilling things I have ever done. The variety keeps it interesting, and I love the freedom to work around the life that invariably happens to each of us. Yesterday, my daughter called from school to tell me she had slipped on the ice during recess and needed a dry pair of pants delivered to her locker. “Just put it in my locker, Mom, don’t let anyone see you!” Because I am my own boss, I was able to complete the stealth mission within 30 minutes.

If you or someone you know has a computer and a good set of skills, I would love to help them begin their own position as a Virtual Assistant. Because there are a lot of scams and overpriced programs out there in cyberspace right now, it’s important to be careful to choose someone who will really give you the help you need.

I have put together a course that typically takes 20 weeks to complete. It can be done at your convenience by Internet and conference calls. I make available all the forms that I use, all the marketing ideas that have paid off for me, the necessary skills and how to develop them further if you’ve a mind to, plus the best software, hardware and Internet sites to use for maximum speed and results.

One of the toughest questions I had to answer in the beginning was, “How much do you charge?” We’ll go over that, too.

Nobody’s daughter should have to sit in wet pants all day!

Envelope sizes and dimensions

Planning a mailing? With the many options, it is sometimes difficult to decide on paper and envelope size. Following are some popular envelope sizes and their dimensions.

Format Dimensions
A2 4 3/8 × 5 3/4
A6 4 3/4 × 6 1/2
A7 5 1/4 × 7 1/4
No. 6 3/4 3 5/8 × 6 1/2
No. 9 3 7/8 × 8 7/8
No. 10 4 1/8 × 9 1/2

Of course, we are happy to discuss the finer details of successful mailings. Try our new TOLL FREE number – 888-593-9994 (phone or fax)

Who’s New?

It’s always easiest to talk to the people you already know. Many people frantically search for a familiar face when the first enter the room at a networking event.
Instead, make it a point to meet all, or at least 4, new people before settling in with previous acquaintances. Better yet, take the new people with you to meet your friends and associates. A new person would love to hear, “Come on, I’ll introduce you to some of my friends!” And your cordiality may make them one of your most active business contacts!

Networking – Don’t Just Stand There

It’s not enough to just attend a networking event. You need to interact, and you may need to start it. Not sure how? Feeling unsure of yourself? Try these ideas.

• Smile and extend your hand. Most people will accept your invitation for a handshake. What to say? Easy!

“Hi, my name is ________________.” Most people will answer with their own name.
But wait! There’s more! Don’t just leave it at that.

• The next phrase is, “What is your business?” Again, most people will be happy to talk about themselves. After all, it’s what they know best. OK, that’s nice, but you still haven’t told them about what you do.

• When they finish telling you about their business, ask for a business card. While you accept their card, continue by telling about your business, even if they don’t ask. This is a good, non-pushy time to give them your information.

More Ideas

• Look for someone who is doing something they may need help with. Everyone will appreciate your courtesy.
• If you’re walking in with someone, ask them if they’ve attend an event with this organization before.
• Another good opener is, “Hi, my name is _________________. I don’t think we’ve met.”

One last tip. Do NOT go to your seat and just sit there. Always keep moving around the room until the meeting begins. You’ll meet a lot more people by interacting than by sitting and waiting for someone to take pity on you and sit down to talk with you. The movers and shakers do just that! Move! Shake hands! Don’t just stand there!

Julie Mockerman is the first Virtual Assistant in Muskegon. She founded Brookwater Group Virtual Assistants to help business owners with things they don’t have time for or just don’t like to do. She is a member of the Muskegon Chamber of Commerce, Alliance of Women Entrepreneurs, Michigan Virtual Assistants, and BNI Lakeshore Professionals. Check out www.BrookwaterGroup.com, call 231-683-1246 or send email to Julie@brookwatergroup.com

Networking – The Best Marketing Technique

Almost everyone knows that networking is the best marketing technique. However, many people have not fine-tuned their networking skills to the point that they’re consistently getting results.

Currently, I attribute the majority of my success to my membership in a BNI group. BNI is the acronym for Business Network International. It is a worldwide organization formed expressly for helping members refer business to other members.

There are certain steps you can follow, however, to make your networking more beneficial, both for you and for those with whom you’re networking.

First, always arrive at meetings or activities fifteen minutes early. There are a few reasons for doing this.
1) Most of the time, the meeting coordinators are rushing around trying to tie up the last few loose ends. An offer to help is seldom declined.
2) This is the best time for networking. Once the meeting or activity has begun, there is little time for real interaction. Try to exchange business cards with at least 5 people during this 15 minute time frame.
3) If you arrive early, you have a chance to meet more people, because they’re not already fully engaged in a conversation with someone else.

Register for a networking event this week, or look at www.bni.com to find out about chapters in your area.

Julie Mockerman is a Virtual Assistant, interacting with over 35 clients, and working with people in over 40 countries. Full profile at www.guru.com.

Think about sending Thanksgiving cards instead

Of course, you know that the time to send Christmas cards is just around the corner. Or maybe you send Happy Holidays, or something else more generic. But how can you be sure that your card will even be noticed amongst the pile of cards sent out at this time of year?
Some of my clients have decided to send Thanksgiving cards instead of Christmas cards this year. They will use the theme of gratitude and thank their clients or customers for their loyalty and business in the past year. I think it’s a great idea! I told my BNI group last week that I would send Thanksgiving cards to their clients for $1.99, including a custom design, specialty paper and envelope, addressing and postage. That’s how much I believe in this idea. I also completely believe in showing our gratitude to people we have relationships with, whether business or personal relationships.
Remember the statistics that encourage us to contact our clients at least 7 times each year? A Thanksgiving card is unexpected and gratitude produces a warm feeling in their heart.
So think about another way to stand out from the crowd. That’s something I believe we should always consider as business people.
If you think you’re too busy or don’t have enough time to get that kind of project together, think about having your Virtual Assistant do it for you. We’re all set up and ready to get the mailing out on your behalf.