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Date: Friday March 19, 12:01 pm

What is a Virtual Assistant?

Small and Medium size businesses form the backbone of the United States. In order to support the growth of this business sector it is important that the business owners in this circle have a good pool of people they can depend on for assistance with their daily tasks, and at a handleable cost. This is where a “virtual assistant” becomes an invaluable source. If you don’t have enough work to hire a full-time assist but that small bit of accounting,  marketing or some other specifically needed task still needs to be done virtual assistants work a variety of ways and usually by the hour or project. Work can be done off-site and not require someone to have to travel you your place of business.

It is important to check the credentials of your virtual assistant upfront to make sure they will fit your needs as a business owner. Everyone has their own specialties and talents. A virtual assistant is a great way to farm out those unenjoyable tasks you don’t like to do. As a business owner you want to spend time on the things you enjoy doing and focused on the purpose you created your business in order to succeed. Leave the rest for someone else to handle.

Qualities you want to look for in a good virtual assistant, especially if they will be in direct contact with your customers via phone or computer, include:

  • Professional tone when representing your name and business on the phone.
  • Ability to craft a too the point email that is properly formatted and professional.
  • A satisfactory response time to your required needs without you having to continually check up on them yourself.
  • Respect of confidentiality if they are handling specialized business related tasks for you.

If you are a small or medium size business owner who needs support do a search for virtual assistants and find your silent helping hand today!

Written By:

Jessica Keyes
Virtual Assistant Extraordinaire
Phone: 704-746-7248
Email: VAExtraordinaire@aol.com
www.virtualassistantextraordinaire.com

12 + years experience with marketing and accounting! Websites…Press Releases…Business Cards …Special Event Planner…I do it all!

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Date: Thursday May 24, 8:30 pm

Working as a Virtual Assistant requires a good basis of trust between the assistant and the client. Most communications can be done via email or phone and there is a good amount of sensitive information transferred. The best way to protect yourself and the client is by having a solid contract upfront.

What Should Be in Your  Contract?

Scope of Services- Clearly lay out what it is you could and or promised to do for the client. Clear language here will set the pace for a good start and establish a better rapport with your client upfront as well. People feel more secure knowing the task is understood.

Rate- Make sure the rates you will charge stay consistent throughout your project by noting what they will be upfront and billing according to the agreed upon price. If your rate is going to change at any point issue a change to the contract and have your customer sign off on it again. Language should show that rates in the latest signed contract supersedes others as well.

Appointments- A virtually missed appointment is just as important as missing a face to face appointment. Make sure you have a clause that stipulates a charge for missed appointments without a certain time warning from the client. Without this type of clause you can be left high and dry, and can cause friction with your client.

Payment Schedule- Make sure to set up a clear payment schedule and stick to it. Working virtually it can be harder to collect payment if you let billing slide. Be consistent on how that client will be reminded payment will be due whether it be through an invoice or a letter reminding them that payment is due at the same time each month. People are creatures of habit and respond well to a good payment system they can follow.

Proofreading Clause- The client is responsible for the final ok and review. If you have agreed upon a final product make sure a proofreading clause exists to release you from any errors that can result after the product is delivered.

Formatting- Make sure to lay out the programs you will be utilizing upfront for the client. Some programs don’t speak to each other well and it could mean extra time to try and convert the information if this is not clearly stated upfront. This holds true especially with website creation!

Termination- Make sure to lay out a clear termination method to the contract or project upfront. If the client decides they want to terminate the contract and doesn’t want to pay you for services rendered this could be your life saver to get that final payment.

A Non-Disclosure Agreement- Make sure to include a well stated and agreed upon non-disclosure agreement with your contract. Many clients will be giving you everything from their date of birth through their password answers. This will insure that you both have an understanding of privacy and understand the legality of relaying information to others that should be kept private. Only talk about your clients or share what you have created for them with their permission and get it in writing.

 

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Date: Tuesday May 22, 8:05 pm

When creating a logo for your business it is important to make sure it is clear, concise and viewers will be able to gleam what it is you do if more artistic in nature. The logo is what you will be remembered for on paper and online as time goes by. I have been told more than once by customers and business associates that they knew it was me when they saw the target, the main and only image I use in my business logo. Simple and too the point.

Using Text In your Logo

It is wonderful to use verbiage as part of your logo, and sometimes the easiest way to get to the point based on the business name. The issues I have come across with customers and just reading others logos is the use of a font that is to small, scripty or too ingrained in an image. Watch the blend of color to make sure the words will stand out enough as well.

Using Images in Your Logo

Images are powerful and can speak more than words at times, but they can also be confusing. For standard services such as hair cutting a black and white version of scissors and hair may be enough, but if your service or product is more complex it is hard to relay in one picture. If you decide to use your product as part of your logo make sure the picture is generic enough that if you change the product just a bit it will not require the redo of the logo. If at any time you do need to redo the logo try to reuse a good portion of the image so that those that know you will still recognize it by sight.

What to Tell the Person Creating Your Logo

Choosing the logo for your business is the most difficult decision I have found my customers needing to make. It is important to properly relay your color preferences, any images or other logos that you already like the format of and the clear purpose you want the logo to portray. If  you don’t have this information upfront for the designer there could be multiple edits and a heftier cost to creating the logo itself.

 

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Date: Friday April 27, 7:45 pm

Facebook has always been a great free social media tool, and has become part of the must have list when putting together your marketing plan. The best part is its free and viral if done correctly.You may have noticed Facebook has undergone a slew of changes recently, many of which has left us in a quandary about what it is we need to do next. The new changes are beneficial in the business aspect once you understand how to work with it. The new updates on how business pages are setup really make it even more inviting.

How do I get started?

Big tip as you get started….If you use Facebook for personal reasons keep your personal and your business pages separate. You need to first create a personal account and then create a “Fan” page. There is a small worded option for “Create a Page” on the bottom of your Facebook homepage.  Make sure to pick your correct category going in.

Why do a Fan page and not put everything on my personal page?

The business page can always be deleted or suspended if needs be and it will not affect your personal account. You can also create several pages as needed if your business has separate arms that are very specialized. Once created you can control these pages all from the same homepage, which is a huge time saver. There is an easy option to switch the active “user” as well when doing your postings to make it even more simple to use.

What is different about the Fan page setup?

The page setup is very unique.  It now provides banner space, a better way to layout any pictures you post and highlights your most recent postings. Your page needs at least 25 fans to have an easy to find username as well that can be used in your marketing and advertising. If you have any sister businesses or associates with their own page you can link them as favorites as well.

Tap into the power of social media today. If you have not yet delved into the world of Facebook get started!

 

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Date: Thursday April 12, 10:31 pm

The summer is quickly approaching and opportunity to get out summer deals to prospective and returning customers is dwindling down. You should have already had at least a 2 month start in getting everything prepared for release or worked up to let it loose by the end of this month depending on the type of services or products you provide. Why do I say this?

The average buyer takes several times to see the product or deal before they will act on the offer. If they don’t see the tantalizing deal at least once every week or two you will miss the small window of opportunity for your product or service to be picked above others.

Keeping that in mind here are some quick ways to get into the thoughts and minds of your perspective customers that you can easily  incorporate TODAY:

  • Start (or input into your existing newsletter) preview deals for the summer months.
  • Review your contact list and put it in a format that is easily accessible for your or staff to do a mass email or phone calls. (Make sure to personalize anything sent out with a direct persons contact for added effect.)
  • Utilize any social media available to you (i.e. Facebook, Twitter) to start inputting extra information about your services and products. If it is a product give suggested uses for it that consumers may not think of.

***No matter what methods you choose to reach your potential and existing customers make sure you have their needs in mind. Marketing materials and advertisements need to clearly reflect this!

 

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Date: Friday April 6, 10:00 am

The first challenge to transition from an idea to a successful product or service that people want and need is finding your niche market. There are many people with great startup ideas and thoughts on how to market what they want to provide, but their downfall comes in finding the attention of their target audience for an initial success. In order to do this it is important to ask yourself the following questions.

What is it I am trying to provide to my customers?

This requires a written plan of products and services that will be provided or will be revamped if already existing. Having clear verbiage and definition of your service and product is essential upfront. If you are “just seeing what sticks” it may take time to find your focus, and makes it impossible to have any success in direct marketing.

What needs am I satisfying for my customers?

If you don’t know the need of your customers beyond a general statement more research is needed. For each need you identify in detail the who, what, when, where, why and how upfront. This information will be very helpful not only to you as part of the description of your services or products in promotional materials, but it will allow you to speak with better incite to your customers when the time comes.

How many people do I need to connect with successfully?

When creating marketing materials and advertisements you can never touch on everyone’s needs at once. If you tried you would be exhausted and unsuccessful. Identify what is needed to make you initially successful and have a plan for the number of people to be reached. You can expand your target goals as time moves on, but a successful base start must be developed first.

Where can I find these customers?

The correct placement of information about your product or service can immediately put you in high demand, and the incorrect placement can leave you in the cold and discouraged. Look at the mediums available to you and see what it is your target customers use most. Start small and focused, with the goal of building out from there.  I always say be patient and give it some time to work. It is rare that something newly marketed gets instantaneous results, but some are lucky that way. Remember that no marketing plan is full proof and will need to be tweaked and adjusted accordingly along the way.

 

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Date: Wednesday December 7, 6:55 am

This time of year is a goldmine of sales for small and medium size businesses who properly relay their terrific deals that can’t be commerially accomplished. Most of my clients have small businesses and need to get that information out there and fast. I find utilizing free social media such as Facebook, Twitter and Linkedin have proved to be effective and easy to use methods of relaying quick to the point word of mouth advertising. If you want to have results your posts need to be interesting and easy to understand. Social Media investment is not a waste of time and truely does work if implemented correctly with a solid marketing campaign.

Images Capture the Eye if it can be used!

A catchy image that relays your text information as well is key to a great social media post about your specials and services. There are some social media services that are just text based. If so, upload the image to your website and link to it as part of the text. Depending on the type of service you provide and your clientele how “funny” or how “serious” it can be will vary. But remember, this is the holiday season, and even a little bit of frivolity can go a long way. 

Don’t be Commercial

The biggest benefit of being a small and medium size business owner is the ability to market however you want without having to uphold to commercial standards large chain stores are tied to. Be unique, creative and catchy all around. The more family oriented and local the business, the more support and interest by your surrounding community you will have. The community first needs to know what it is you do and what you have available! Every social media base has a unique quality about it service. Utilize the special features that most forget about to get your message across.

Be Consistant

Most social media sites let you post up one message at a time, but it takes multiple views of your message for it to actually be read by those that need to see it. Do not be afraid to repost or utilize one of the free pre-post setting sites that will send out scheduled posts as you direct. It maximizes your efforts with little waste of time.

The bottom line….give your holiday specials constant CPR when it comes to social media and you will have results!

C…..reativity

P….rominence

R….eposting

 

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Date: Saturday January 22, 11:31 am

The other day I started to make my basic oatmeal cookie dough and realized how much making a good cookie is like building a good business. Every good cookie, as with every good business, starts with a strong and appealing base. A good cookie has the right balance of subsistancy, flavor and originality as should your business.

Having a good base for your cookie or your business is only the start. What special ingredients you add to it right before baking will make the difference. What ingredients do you need to add in order to have a successful business  on a long term basis, just as the experienced baker has the best gourmet cookie?

  • An easy to follow and understand list of services
  • Customer perks for using your service that make them come back over and over again
  • Add variety every once in awhile….holiday specials will get you in the spotlight
  • Take the time to spotlight your faithful customers in your advertising and create a win win situation
  • Offer some free samples to tempt your customers tastebuds

These are just a few suggestions to take your business from being that basic oatmeal cookie that you buy in a box to the gourmet cookie people savor and come back for more!

 

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Date: Monday August 30, 11:51 am

Social marketing has hit the world by storm, and hard hit those small and medium business size owners who are not computer savvy. Even for those who are computer savvy, they don’t know how to best utilize their “told they must create” facebook pages. After you get the page going for a business tell the world in your advertising, one your regular website and send out the information to anyone on your distribution list. You can use the facebook page to:

  • Post Deals and Service Information
  • Introduce and Familiarize your staff members to your clients virtually
  • Build up credibility by having customers post up recommendations
  • Leave useful tips that associate with the use of your business
  • Remind facebook friends how your product/services can be uniquely used

If you assume the world will just find you once you are on Facebook you are wrong, you have to bait the crowd. If you make your space dynamic on a daily basis, and updated you will quickly aquire fans.

Facebook Tip: If you are creating your page for a business make sure to sign on with a fan page not a personal page, unless you don’t mind both combined! Use a seperate email identity for both if you want them kept seperate.

 

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Title:

Date: Saturday June 12, 10:51 pm

Identifying benchmark dates for a business is  necessary in order to develop an effective marketing strategy. New businesses will have a different set of benchmark dates than an  established business.

 New Business Benchmarks

  • Identify and Get Startup Funding
  • Develop An Ongoing Financial Strategy
  • Basic Marketing Concept Identified and Initially Developed
  • Solidify and Focus Offered Services and   Products
  • Join Local Business Associations
  • Get Media Coverage
  • Develop a Full Marketing Strategy
  • Partner Up With Established Businesses

 Existing Business Benchmarks

  • Review Your Current Financial Strategy
  • Review Your Marketing Strategy
  • Create a New Twist on Existing Products and Services (If Needed)
  • Keep Up With Your Existing Contacts and Consistently Develop New Ones
  • Identify and Capitalize on Known Anniversary Dates
 

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Title:

Date: Wednesday June 2, 8:56 pm

Not all customers are easy to please whether face to face or virtual. No matter now difficult a customer may be, it is important to keep the following in mind.

 Respect:When faced with an irate customer always be sure to show respect. After the situation has defused  the customer will remember how professional and attentive you tried to be, even though, in the heat of the moment they may indicate otherwise.

 Understanding: Listen to the customers side of the story.  As the customer realizes you are trying to help solve the problem at hand, they will be calmer and more comfortable when it comes to dealing business with you in the future.

 Avoid Blame: When attempting to resolve an issue with a customer be sure to acknowledge a mistake has been made, but a resolution is already in process. Placing blame on another individual may make it difficult if the customer has to deal with them in future business transactions.

 Post Resolution Tasks: Make sure to note all important information in a central place that other pertinent employees can find. This will ensure that everyone understands the who, what, when, where and why something happened. Most important to record is how not to have it happen again.

 

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