Have you been virtually butt kicked yet?

By Dee Matheson

Just last week I was feeling sorry for myself because my Virtual Assistant business had come to a grinding halt. My ever understanding husband said that these things happen and I must not be so hard on myself. All I could think of was ‘thank goodness he still believes in me’.

As per usual my marketing coach, Francis van Wyk, was scheduled for our marketing mentor session and I was not looking forward to it because I was feeling down in the dumps and I had not done everything on the list that I was supposed to do. Well lo and behold, she kicked my butt virtually (via Skype) and told me to do something that we are all so scared of: Be Proactive. It’s not rocket science but boy does it work.

As I had already identified my target market, I started looking for contact details and information and composed my email marketing letter. I was rather sceptical about sending  it out because I was wondering whether they would even bother reading it, put it in the trash or send me rude emails back because I was wasting their precious time. Well that did not happen. No hit squad came to my virtual door and told me off. Instead the feedback has been phenomenal. There are so many people out there just waiting for someone to help them further their business goals but don’t know how to get into connect with them. By just using this very simple initiative it has opened up doors that I did not know were even there. Those that were not quite ready for my services at this moment agreed to regular informative emails from me which means I’m developing a database of potential clients. Exactly what Francis encourages: build up a funnel system so that when one client moves on, you’ve got others waiting in line.

This week I signed up two new clients and I’m in the process of signing up my third which came from my website and not even from my marketing email campaign. When I spoke to these new clients and those potential clients, I asked them what made them want to connect with me and they all said, “Your pro-activeness, because if you do that for your business, imagine what you can do for mine?”

 Once again this just shows that putting those positive vibes out there into the universe, and I’m not an airy fairy type of person, and stop wishing for things to happen when you don’t even try yourself only bodes disappointment and eventually failure. That is such a pity because we all have skills, knowledge and know how that someone else does not have and needs.

I hope that this has inspired some of you to become more proactive and get out there and kick butt or at least try. Don’t give up. All that hard work you’ve already put in should not go to waste.

If you would like more information or connect with me, you can reach me via email on dmatheson@worldonline.co.za or visit my website: www.dfm-virtualassistant.co.za

Who said that you had to be young to have an Entrepreneurial Spirit?

Yes, there are many stories out there about mega millionaire Entrepreneurs who started off selling lemonade on the street corner when they were a kid but there are just as many that started later in life. Have a look at our friendly Colonel Sanders from KFC fame. I became an Entrepreneur in my early 50s. There are no age, race or sex barriers when it comes to drive and determination to see things through to the end.  Anyone with a unique concept or a new angle on how to solve an old problem can apply for and get the job of Entrepreneur.

Gone are the days when you had to stay at one corporate until you retire. Nowadays, the more you learn and experience during your working career in different environments allows you to become a more successful Entrepreneur. Here are some pointers that will show that you don’t have to be 7 years old to be an Entrepreneur.

·         If you have that unique concept or angle and just know that this is going to solve a problem or problems for others and you are PASSIONATE in wanting to be the catalyst in helping them, then you are already an Entrepreneur with the thinking of an Entrepreneur. In my case I found that many Business Coaches were getting stuck with admin and used that gap to service that particular industry as a Virtual Assistant. It’s not a unique concept but it’s an old issue that needed a new attack angle.

·     During my working career I was only exposed to certain amount of learning and always considered myself an empty jar that needed to be filled with knowledge and best practice. No-one can learn everything but if you are wise, CONNECT with someone who has the experience and knowledge about what you want and LEARN as much as possible from them and use that information to your advantage. Be FLEXIBLE when receiving information, nothing is set in stone. ADAPT the lessons learned to the way you want to use them in your business.

·       Having a challenge is the mainstay of any Entrepreneur and finding a way to solve that challenge is very exhilarating. However, in order to BECOME AN EXPERT and to maintain your superiority in that particular field, it’s vital to up-skill yourself whenever you can so that you can be the EXPERT that gets called upon.

·      In my line of business as a Virtual Assistant, I don’t just stick with one client and work for them exclusively. I outsource to many clients and while doing so I have been exposed to many ideas on how to do things differently. As an Entrepreneur my business ebbs and flows and I use the ideas that come my way and ADAPT them accordingly so my business is never static. I’m always thinking “Where to next? What else can my clients want or need?” This has opened up a new avenue in my business which I will be offering my clients soon as an add-on service. Never stop thinking of the NEXT STEP.

I hope that some of what I’ve mentioned resonates with you and inspires you to make that leap into becoming an Entrepreneur regardless of your age.

If you would like to know more about working with a Virtual Assistant, please contact me and I will be happy to discuss alternative ways of helping you reach your ultimate goal. I’m contactable on email: dmatheson@worldonline.co.za or visit my website: www.dfm-virtualassistant.co.za

Stop thinking outside the box, start thinking outside the office!

By Dee Matheson

Recently I had the opportunity to pop into my ex employer’s office and found that although I had moved on into the virtual world of business, they were still very much encased in the old corporate humdrum life with very little work life balance and some very archaic practices. This set me to thinking, why are some companies not using the opportunities to work virtually? Why are they still stuck in a rut and don’t think outside the office?  Practically everyone in the working world has a Laptop, Desktop or Tablet. We don’t need to go into a brick and mortar office any more.

In my search, while pondering this question, I came across an article by John Meyer, the CEO of Arise Virtual Solutions and thought I’d share some of his findings which are a real eye opener for those old fashioned businesses that have not moved with the times of doing work virtually.

It’s been predicted that by 2016, just 3 years from now, 63 million Americas will be working virtually, that’s a sharp rise from the 2010 figures which were 34 million, according to Forrester Research. If that’s the case in America, can you just imagine what it will be worldwide in 2016? The mind boggles as to how this will impact the far-reaching economies worldwide as labour may become cheaper and accessible 24/7.

In order for private enterprises to keep up with the shift to virtual business and ramp up their efforts, they emulate other major companies that have already embraced and taken the lead in changing their working environment and model into the virtual workplace. As the global economic conditions are also hurtling to change, one of the quickest ways to cut costs is to reduce the size of your office and even eliminate it completely.

One of the advantages of a tough employment situation is that it’s inspiring more workers and their bosses to change the way they work. In the wake of a slowly recovering economy worldwide, many college graduates are already giving up on brick-and-mortar jobs and switching to a virtual work environment. Here are some reasons as to why a virtual workforce is not a pie in the sky idea, but already very much present:

·         The workforce has changed since the economic meltdown of 2008. The traditional model of work has become a lose-lose scenario for both employers, who are facing changing business needs, and employees, who may want to work non-traditional hours and don’t always live near their employer.

·         With virtual workers, companies are able to operate with zero unnecessary overheads, often saving up to 30%.

·         Increasingly, workers are marching to their own drum, based on their individual needs and desires. Virtual workers, including those who are their own business owners, are often more accountable, take on more responsibility and are more passionate about their work than brick and mortar worker, which enables them to achieve better performance.

Now for this to succeed, I believe the Chamber of Commerce and DTI should promote working virtually and boost and support virtual business owners.  Why don’t they channel some of the funds that are earmarked for small business development to the virtual industry? This might encourage larger companies to use the virtual business owner and might uplift the economy as more people will be generating an income and contributing back into the economy instead of waiting for hand outs from Government and charities.

A ‘one-size fits all’ strategy will not work in this case, each enterprise should consider creating their own personal approach towards going virtual.

People who scoff about working virtually remind me of those who laughed at Electronic Data Systems when Ross Perot started talking about outsourcing in 1962. Look where we are now and it’s only going to grow and become the norm within the next 5 – 10 years. As John Meyer says: “The virtualisation of business is like outsourcing on steroids: not only is it highly efficient, but it is probably the most advanced and evolved economic system yet devised”.

If you need more information on how to work virtually with a Virtual Assistant, please contact Dee Matheson on 082 925 7757 or email her on dmatheson@worldonline.co.za or visit her website on www.dfm-virtualassistant.co.za

 

The bottom line, how do I work successfully with a Virtual Assistant and save money?

By Dee Matheson

Now at long last the decision has been made and you’ve found a Virtual Assistant to help you with all those tasks that you’ve had sleepless nights over but does this whole thing actually work? How are you going to save money?

Well think of it like this, what would you do if you hired an on-site employee? How would you start with them and what would you be paying them? Chances are you have a task list a mile long and you need someone to help you immediately and if you are looking for an experienced on-site person, you will very likely have to wait for them because they have a resignation period, you will have to pay an employment agency a percentage of that person’s annual salary and then there are all the overheads, such as medical aid, pension fund and office equipment, to name but a few. Just on this alone, a Virtual Assistant can save you a small fortune because she has already got all the office equipment in place and you don’t have to pay her for any additional overheads and she is very likely available immediately. These are the basics and one thing to remember when working with a Virtual Assistant, she also runs a business and that both of you should treat each other as equals striving for the same goal, to be successful.

All this is quite understandable but now how do you work with a Virtual Assistant? Here are some ideas that might help:

• What is your budget for a Virtual Assistant? Determine how much time you can afford your Virtual Assistant for, keep in mind that a Virtual Assistant can get a lot more accomplished in an hour’s time than an on-site employee, however, do be realistic and don’t expect the impossible.
• Now that you have an idea on how much time you need your Virtual Assistant for, make a list of tasks you need completed in order of importance and allocate a realistic time to these tasks.
• It is vital that you build a good relationship with your Virtual Assistant, she knows that you’re not made out of money, so be clear on what needs to be done and by when so that no time nor money is wasted.  Discuss all the main priorities with her so that she can understand what’s important to you and let her advise you on estimated time as she will very likely know best how long some tasks may take.  For example, if you need your Virtual Assistant to transcribe an interview or discussion, take into account how many people are talking, is there background noise which makes it hard to hear and are there any accents involved. All of this does take time and should be discussed and taken into account.
• As a Virtual Assistant myself, I find it’s vital to keep my client’s updated all the time. Make arrangements with your Virtual Assistant to give you feedback on tasks as frequently as you would like to be briefed. Not only will you know how the tasks are progressing but you will see if there are any issues that need to be dealt with immediately or any room for improvement.
• Once you have worked with your Virtual Assistant for a short period you will get a feel for how best to work together. So as time goes on, keep adding to your list of tasks and in no time at all your business will be running smoother and more efficiently than ever before.
• As your Virtual Assistant is a business owner too, ask for her opinion on a topic or area you are looking for feedback on. Chances are that she will have some valuable information for you and if she does not, she might know someone who does. Virtual Assistants work with lots of other business owners in various industries giving them a wealth of information through their connections and at their fingertips, but remember the confidentiality clause. She might not always be able to give you direct links but can advise you on the way forward, tap into this resource, it’s waiting to help you.
• As a business owner, the hardest thing for you will be to delegate tasks to someone you don’t know, that’s why it’s important to have a trial period with your Virtual Assistant to see if  you can work together and become a team.  I always work with my clients for a 2 month trial period at a fixed rate and negotiate a longer period on a retainer basis once the relationship has been established. It’s the same as employing someone on-site, they also have a trial period before they become permanent staff.

If you need help and are not sure what direction to go in, call me, Dee Matheson on +27 82 925 7757 or email me on dmatheson@worldonline.co.za , no obligation. I’m looking forward to helping you go to the next level with your business.

 

 

How are you Marketing Yourself?

By Dee Matheson

How many times did your mom say, “Don’t brag” or “You’re too big for your boots”? When growing up in the 60’s and 70’s you had to be more humble about what you could do and what your abilities were. But that has all changed now in this new world of social media and running a business and being an entrepreneur.

Not so long ago when I was working for an international company I was asked about branding and how I would sell a brand. Many brands sell themselves due to media, advertising, personal knowledge of a brand and past experience with that brand but I will admit the hardest brand to sell or market is yourself.  Before anyone will even look at you, branding yourself is key and here are some views that I have found interesting and want to share.

Nowadays it is essential for the advancement of your business or even your career to brand yourself. Unfortunately some people are using the social media platform irresponsibly thinking it will immediately increase their market value for their personal brand rather than recognising that the process of developing their personal brand is a much bigger responsibility, a never ending journey that extends well beyond social media.  Some points to consider are:

·         Using social media is a full time commitment, are you prepared to commit?

·         What are your intentions by using this platform?

·         Are you capable of continuously delivering to the communities you are serving?

·         Does your personal brand represent the value you are able to consistently deliver?

·         Are you and your brand a great role model/mentor/ voice that others can depend upon

·         Has your mind set developed to the level of accountability you must assume when deciding to define, live and manage your personal brand?

·         Are you delivering to a standard of expectation that you have set for both yourself and those you serve?

Many people think that marketing yourself is just self-promotion but if you consider viewing it rather as a trademark, an asset that you must protect while continuously moulding and shaping it, you will be one step ahead of your competitor. Remember that your personal brand is an asset that must be managed with the intention of helping others benefit from having an association with you.

If you are battling to find your personal brand, think about what the total experience is of someone having a relationship with who you are and what you represent as an individual. Think about what it means to you and ask close friends what their total experience of having a relationship with you is like. Write down your top 5 points you would expect others to experience and have your friends do the same. If the answers are the same or very similar, that’s great but if they are not, then you’ve got some work to do.

If you attend meetings, conferences or networking events, be mindful of what others are experiencing about you and what you want others to experience about you. Each of these engagements is similar to a job interview where decisions are made within a few seconds of meeting you except in these cases you are being evaluated by your peers. Those who know how to live and manage their personal brand will earn their respect in any situation.

Live your brand in all aspects of your life, social and business. You never know whom you may meet. I make sure that when I go out and meet a new client or just a social event that the basics are covered:

·         Look like the CEO of your company, dress appropriately for the occasion,

·         Make sure that all your branding is visible, e.g. car magnets are attached to your car correctly,

·         Arrive on time for your appointments and have all your marketing material, business cards etc. at hand.

There are many more that you are able to think of but the one that gets me the most when meeting someone new is that people don’t smile. That is the cheapest and least used marketing tool available to you. Remember to use it!!

Should your colleagues or business associates not know what your personal brand is, the fault is yours and not theirs. Having a personal brand is a leadership requirement and enables you to be a better leader, more authentic and create a greater overall impact in the community that you serve.

As Glen Llopis who inspired this topic said, “Personal branding is no longer an option; it’s a powerful leadership enabler”.

If you enjoyed this topic, I’d love to hear from you. Please comment below or contact me on dmatheson@worldonline.co.za

 

How Productive is Your Workday?

By Dee Matheson

It’s very daunting when you wake up in the morning and know that the work that’s waiting for you boggles the mind and all you want to do is climb back into bed and pull the duvet over you and hope it goes away.  Sorry, but that’s not going to happen, especially if you are the one running the show and makes things happen.  Some days you cannot wait to get into your office and get cracking, but other days that “elephant” is just too big to eat.  If that’s you right now, well it’s time to sit down, take a breath and make that fantastic frothy cappuccino you enjoy or that fragrant herbal tea that gives you zing and read on for some basic ideas that you already know of but just need a little refresher or maybe they will give you that light bulb moment.

If you want to feel euphoric about a highly productive workday, toss out that long 5 page to-do list and put an end to those longwinded marketing emails you are sending out hoping to catch a new client. There is a misnomer that very productive people have long to-do lists. In fact the productive entrepreneur’s to-do list is very short and here are those excellent insights for you to ponder over:

·        The first one is obviously to create a shorter to-do list. Getting things accomplished during the work day shouldn’t be about cramming as many tasks as possible into the day. There is nothing productive about adding copious tasks to your to-do list. If you approach that smaller to-do list and give 100% focus to each task, you will not only accomplish things that matter but also feel good about getting it done in time and completing that task so you don’t have to revisit it at a later stage. Therefore saving you time, money and frustration.

·        Remember the 80/20 rule? Only 20% of the work you do during the day will produce 80% of the desired result. Eliminate the things that don’t matter during your workday because they will have limited effect on your overall productivity.

·        Organisation is an important key to a more productive you. Emails can take over your precious time. If you are eager for new clients, are you checking your email every couple of minutes to see if you have got a hot lead? Do you have a flood of emails that come in regularly but just don’t know where to start? If you want to be productive then you need to create an email managing system. Set up your email so that emails that come from a regular source go into a folder allocated to that source and tackle it at an allocated time. Maybe set a specific time like first thing in the morning, late afternoon or evening and devote 100% of that time to those emails. Don’t forget to let your clients know that your response to their emails will only come during your allocated time so that they don’t think you have disappeared.

·        Too many things to do and no time take a break? Remember you are human and your attention span is only so long and there is no boss standing over you watching while you take a break and for how long you take it. If you have managed to complete a number of tasks on your to-do list and start feeling quite good about yourself, take a break as many entrepreneurs make a mistake when they have this euphoric feeling that they need to tackle even more tasks. That’s actually your brain telling you to take a break. Go for a walk, grab something to eat, meditate. Give your brain some resting time. You will come back recharged and ready to achieve greater efficiency.

·        Get rid of those hard to do tasks first. Don’t procrastinate and leave them to the end because you will have lost interest in getting them done by focusing on the easy ones first. Do the most challenging work first while your brain is still fresh. Keep the mundane boring tasks for when the afternoon slump rolls in.

·        Now that we all communicate virtually, we have all picked up poor communication habits. Spelling, letter composition and copying in everybody and sundry on your emails just creates frustration and extra ‘noise’.  What happened to the good old telephone? If you can’t see the person face-to-face don’t just send an SMS or an email, phone them. Often they just needed to hear that voice on the other end of the phone and it might just secure you that new client.

·        While no one likes to admit it, but sheer laziness is the No. 1 contributor to lost productivity. In fact, a number of time saving methods, taking meetings and emails for example, are actually just ways to get out of doing real work. Place your focus on doing things that matter as effectively and efficiently as possible.

Remember, less is more when it comes to being productive during the workday.

 
If you need help with your theses typing, annual report coordination or internet research, contact Dee Matheson on dmatheson@worldonline.co.za or visit her website on www.dfm-virtualassistant.co.za

How to Multiply Referrals

By Dee Matheson

The ideal client is the “Word-of-Mouth” client. Every business owner knows that getting a client to refer someone to you that new business is in the proverbial bag. There is no better way to advertise. If you have not thought of using this form of marketing or maybe just need a refresher, here are some thoughts that might help you by using your existing client base or even people that you know.

One of the fundamental parts is nurturing the quality of your relationship with them and this will determine the long term profitability and viability of your business.  However, what are you doing to nurture the relationship you have with them? Are you in constant contact with new and relevant information that might be of interest to them? Have you sent a recent thank you note or a gift after they have purchase something from you? Do they feel appreciated?

 

Here are some useful observations about human beings that are powerful facts for any business owner to know:

 

·         All human beings love to get something for free.

·         We are all somehow connected to each other; we have friends, belong to associations and have family and business connections.

·         Everyone loves to feel important and significant.

·         Most of the human population love helping others out and contributing in some way and feeling proud that they have done so.

These four facts, exploited with integrity, are a potent mix for a massive business growth. By implementing a ‘Client Referral Programme’ you will be giving your clients the opportunity to fulfil these desires.  By writing to your client, sending them thank you notes, giving them information you know they need for free or a discount on their next invoice makes them feel important and appreciated.

How about a bottle of bubbly to say thanks? Before you through your hands up in horror and ask ‘how am I going to pay for that, I’m on a budget’, just think of the extra money you will be making from those referrals that you are getting. You will easily recoup that expense.  Whatever you do, make it exciting so that everyone talks about it and the beauty is that you now have a walking, talking advertisement for your business.

However, a couple of important issues of integrity before you leap into this:

·         The person referring the new business to you, your VIP client, must admit that they are being rewarded by you. This is absolutely necessary and it protects the consumer from being misled or manipulated. In all cases, this will be seen as a plus because the new customer will see you as a generous and innovative business. They will probably also see a way for them to experience the same ‘special recognition’ their friend is receiving.

·         You should insist that only clients that are delighted with your service refer new business. You only want people referring you who are truly passionate about what you are doing. They must really believe that their network of contacts will benefit by them recommending your services or products. You want people who would tell their friends even if you weren’t compensating them.

 

Now go out that and give it a try. You never know what’s waiting for you with the next referral.

 

If you need the services of a top notch Virtual Assistant, please contact Dee on dmatheson@worldonline.co.za or visit her website for more interesting articles on www.dfm-virtualassistant.co.za