by Ace Concierge | Virtual Assistant | Aug 27, 2013 | Productivity
Buried under a mire of paperwork, To Do lists, daily administrative tasks and long range projects can be the crazed life of any entrepreneur. Just how much can one person successfully and effectively manage?
In thinking about all of the various hats you toss in the ring every day, which one is the most important?
- Marketer?
- Sales Rep?
- Bookkeeper?
- Social Media Manager?
- Receptionist?
- Travel Agent?
- Content Curator?
- Graphic Designer?
- IT?
- Event Planner?
- Customer Liaison?
This list is short and probably doesn’t even come close to fully accessorizing your head. While we love colors and fashion, the constant switching on and off of duties is counterproductive, wastes your valuable time and doesn’t represent your core genius. They are the low payoff activities that are necessary to run your business but do they require YOUR attention?
If you made a list of tasks that are associated with each category, what would your day look like?
Pretty overwhelming I am sure.
Have you considered tracking your day? Keeping a spreadsheet or notebook of EVERYTHING you do on a daily basis to keep your business operating smoothly, generating income, grooming current customers and converting leads? It seems daunting, but it is an exercise to make you more aware of your time and energies spent.
Where should you fully invest your efforts?
Here’s your challenge: test out the concept for 3-5 days and see what is on your list. If you would rather have a little digital help, Rescue Time will show you how you spend your time on the computer. You still may need a pen and pencil or the keyboard, but aren’t you curious where the day goes?
Review and analyze your data. What do you see? Any common themes? Did you miss any deadlines or appointments? Was something only half finished or not really in your expertise? Did you have any time for yourself? Downtime is important to refresh and get clarity but if you are busy flopping hats on your head and watching the clock tick, you forgo some well-deserved leisure.
Consider this: Are you tired and burnout? Is it time to delegate to increase your efficiency and productivity?
You may be facing some roadblocks to delegating but you can easily overcome your objections and learn about the benefits of working with a remote team.
Image credit: profitablegrowth.com
by Ace Concierge | Virtual Assistant | Aug 22, 2013 | Guest Blogger, Virtual Assistant
Virtual Assistants | Your Small Business Secret to Success
This morning I woke up and started the day knowing that the tasks I find tedious, and other tasks, are done thanks to my team of “virtual assistants.” Lourdes Wellhaven.
I didn’t start my career as a self-employed person with a team. Instead, I took the hard route. I went the typical I’ll-make-it-happen-somehow-bravado route. I slept very little and sacrificed a lot to get my business off the ground. In a few short months it became clear that I needed help and fast. I thought that the logical next step was to hire my first employee. I chose well, I thought to have hired a dear friend who needed a part-time job.
Sure I had heard that it’s not good idea to hire a friend or family member. But that warning was for “other people.” I soon found out that I was not immune to the same issues that every start-up has when they hire people they care about. Unfortunately that business relationship ended badly and the friendship ended with it. That employer/employee relationship was followed by a series of additional similar situations, some working really well, but most, not so much.
I hired an HR Coach to tell me what I was doing wrong. In a few short hours he came up with a recommendation that was very surprising. He advised me to hire Virtual Assistants for everything. Yes, a VA for every single possible job function my firm needed or would ever need in the future, no exceptions.
I couldn’t wrap my head around the concept. My concerns were endless. But he described to me in detail how he himself works exclusively with VA’s. I took his advice, albeit with baby steps in the beginning, but have not looked back since.
Here’s what I’ve learned in the process
- Labor costs have dramatically decreased: It may appear at first glance that I’m paying more for an “assistant” per hour than I did before but that’s not true and here’s why: There are many other costs besides the hourly wage rate associated with a traditional employee including paid-time-off, fringe benefits, insurance, worker’s comp, retirement etc. If you are truly using the services of an independent contractor (check IRS regulations) then there are no other additional hourly expenses.
- Production has increased: I was more than a little shocked to realize that what my traditional employee was taking 40 hours to complete was quickly and efficiently done by my VA in 10 hours.
- Team spirit has been enhanced: Virtual team members have a very different mindset primarily because the business relationship is different. I’m not their boss, I’m their client. Astoundingly my VA’s act as if they have a bigger vested interest in my success.
- Internal Control has increased: Internal control in an accounting term whereby a company puts policies and procedures in place to ensure the accuracy of financial data and the safeguarding of resources. I thought that having remote employees would compromise internal control, but instead, I’ve found that with the help of technology, it has been enhanced.
- My company benefits from the experience a VA has with other clients. My VA’s each serve lots of different clients. This means they get really good at doing that “one thing” and have specialized in certain tasks. Further, because they serve so many different clients daily with those specialized skills, they have a much deeper understanding than any traditional employee could ever hope to.
- I can easily scale up or down as my workload warrants. Projects start and complete and I can enlist help on an as-needed basis instead of being stressed about providing enough work for my employees on an ongoing basis. It’s a huge responsibility to hire someone. That’s a pressure I simply do not have to deal with any longer.
Sure I miss the water-cooler talk from time to time and the camaraderie of having others in-house. There is always a give and take with everything in life. For me, though, I’d rather sacrifice the social aspects of having an in-office staff for the happiness that I get from knowing that I’m working smarter for myself and my clients.
Guest Author Lourdes Wellhaven:
by Lourdes Welhaven – Lourdes is the host of the Networker for Business Women effort and podcast which is owned and run by Welhaven and Associates for the benefit of women in business everywhere. Lourdes is also the Founder and Publisher of Little Pampered Dog “The Lifestyle Magazine for Little Pampered Dogs and the People Who Love Them.” You can download your free copy of the app and a free issue for your iPad, iPhone or iPod here: www.littlepampereddog.com/download
by Ace Concierge | Virtual Assistant | Aug 20, 2013 | Blogging, Marketing, Small Business, Social Media
Content attracts
Marketing has drastically changed over the past several decades in terms of the delivery methods but no matter how you look it, it is still content driven and always will be. It used to be solely about print media and ad space but now it is more about vying for attention from your online audience. This can be the biggest constraint but with the right content, geared toward the right market, you have an opportunity to be seen and heard.
Consumers consume content: Feed them a healthy rich diet.
“The single most significant trend is the continued emergence of content marketing as a standalone discipline. Content, in all its shapes and forms, is core to everything we do as marketers.” Econsultancy.
You need remarkable content. Just what is that?
Remarkable content is written for your buyers and their needs. You are here to provide solutions to their questions and problems. When you can do this, you will see a higher conversion rate. You have the opportunity to attract your audience with compelling content and images through your blog posts, website, e-newsletters and online discussions.
How will these statistics influence your content marketing strategy? (courtesy of WSI)
- 79% of marketers report that content is more effective than paid advertising.
- Blogs have 434% more indexed pages
- 90% of consumers find content useful
Research:
- Your audience, your buyers and their key drivers of what makes them tick.
- Where do they hang out?
- What interests them most?
When creating your content, think about some of the common questions you have been asked.
- What problems does your product or service solve?
- How will your product or service help them improve their career, their daily lives?
- What makes it difficult for them to do what they need to do on a daily basis?
- What are their obstacles to success?
Your solution based content can produce reactions and needs to your offerings. Help your readers thrive and flourish.
Feed their hunger.
Invest in your content: 60% of the sales cycle is over before the buyer speaks with your sales team says HubSpot. This means it is up to your content to drive the message home with your blogs, ebooks, webinars and any other online content. “People don’t need to be told how awesome you are, let them come to you.” @sbedrick #BDNMaineWhatsNext
Content is more than text: Use images. They capture attention, invoke emotion, are more widely shared and help to simplify your message. Share the images on your social networks like Facebook and Pinterest. Articles with images receive 94% more views.
“Harnessing the power of images and visuals will make your marketing more powerful and more memorable.” Anita Campbell.
In a 2012 study by ROI Research, they found that 44% of respondents were more likely to engage with brands who shared pictures. This is a pretty big number that shouldn’t be overlooked. Visual content is fast becoming an important force for online communications. Pictures communicate your message quickly and succinctly. Consider the rise of infographics! This is a huge market to disseminate a variety of information, share data and statistics. Fav 5 Infographics
Here is an informative overview about the tools and benefits of visual marketing: How to Optimize Your Marketing for the Visual Marketing Revolution
“Blog posts became Facebook updates and Tumblr posts, which shrunk to Tweets and finally to Instagram or Pinterest. Here’s how smart brands are navigating the new visual social-media era.” Ekaterina Walter.
Share your “remarkable” content on your social media channels. Make sure it is a mix of third party articles which are industry specific and rich, some of your content and blog posts that are solving problems and answering questions and finally your company’s landing pages which is for the final lead conversion process. Your goal is for your audience to not only read and visit your site but to also share your content and materials.
Is your content:
- Sticky
- Useful
- Engaging
- Educational
- Problem-solving
- Insightful
- Branding
- Experiential
When you post poor content, you don’t get visitors.
When you don’t get visitors, you lose money.
When you lose money,
You close your doors.
Don’t close your doors, write rich compelling content.
by Ace Concierge | Virtual Assistant | Aug 15, 2013 | Guest Blogger, Small Business
Focus on sales to reach calculated, repeatable success. Why? Mediocrity is, well, ‘boring’!
If you’re reading this the chances are that you are working with Ace Concierge (or thinking about how a Virtual Assistant can help your business) and enjoying the gift of time.
Kudos!
For most businesses (of any shape, size and look) outsourcing areas of business is a must. You know you have special skills. You know you have passions. You know your strengths can’t possibly lie in all the areas required to run a business.
So what now?
Does outsourcing mean you can spend more time on the beach sipping fruity cocktails out of a coconut shell?
Possibly.
The likelihood is that you are looking to leverage the new found time, peace of mind and rejuvenated focus working ON your business.
Where do you start? Well, that depends entirely on you, your business and the priorities that you feel deserve the attention you can afford them.
Where will you need to focus your attention? Sales.
(Save the jeers and tomato throwing!)
Yes, at some point to reach a point of predictable success your business will need to focus on sales and processes.
Marketing is vital. Especially if you think about marketing as the act of raising awareness of your business to your target market(s).
Sales is essential.
In essence, as small business owners our goal is to spend as much time as possible service those we are meant to serve. Our ideal clients.
In order to this we need to have a proportionate amount of sales conversations with prospects to encourage them to make the step up from prospect to highly valued client.
This much, we know.
Getting to the point of having these sales conversations is subject largely to the processes that we have in place to enable this to happen.
There 5 processes to implement on the road to successful growth.
5 Commercial Processes To Address In Your Business
- The Lead Generation Process – The act of encouraging prospects to have a sales conversation
- The Sales Process – the process of taking a prospect from potential target, through qualified prospect to valued paying client
- The Follow Up Process – The act of ensuring all leads are informed through the process
- The Lead Nurturing Process – A process dedicated to those that have illustrated an interest in your offer but have declined to purchase at this time
- The Data/CRM Process – The strategy behind contact management and analyzing your progress
Without knowing you I would like to say that I believe you to be compelling, genuine and passionate when speaking with prospective clients. Most small business owners and solopreneurs are and this is because of the belief you have in yours and your businesses ability.
Complacency can creep in bit by bit. As such, generate and implement process to ensure continued success and longevity.
This will make the fruity cocktails taste oh so much sweeter.
If you’re interested in learning more about this, sales processes and more, download a free copy of my report and short e-book here.
Guest Post by Michael Trow
Michael Trow is the owner of Michael Trow Enterprises LLC where he helps small to medium sized businesses grow by working with them to improve the effectiveness of their sales and marketing. Michael is a facilitator at the Workforce Development Program locally and has been sitting on the board for the Tallahassee chapter of The ASTD.
Michael has lived and worked in four continents, done business all over the world through a 12 year sales and marketing career. During this time he has helped launch new business units, lead and train sales teams and been responsible for growing businesses through front line sales and marketing. He is a self-proclaimed dog lover, wine appreciator and out of practice musician!
Connect with Michael
by Ace Concierge | Virtual Assistant | Aug 13, 2013 | Customer Service, Social Media
People buy from people – we know this. Take the opportunity to humanize your brand and build foundations to nurture trust and loyalty. Simply creating accounts and posting content is not enough. We all enjoy the human touch and conversations. We are not science experiments, sterile metrics or robots. We are thoughtful engaging humans who want to be valued and heard.
We are inundated daily with all sorts of tools and ideas of what we should do and how we should do it, seemingly a little clinical at times. Reach out; personalize the conversation. It takes minimal time and effort.
Just be nice, take genuine interest in the people you meet, and keep in touch with people you like. This will create a group of people who are invested in helping you because they know you and appreciate you. Guy Kawasaki.
You don’t want to be ignored when you shop at a store or dine at a restaurant. You want to be greeted. You want to be welcomed. When I first moved to North Carolina I needed some new furniture. I was not only empowered with my move but so excited to furnish my apartment. Upon walking into a local establishment, I saw 5-6 salespeople milling about. I wasn’t greeted. I wasn’t asked if I wanted help. No one seemed to notice me.
I never went back AND I of course tweeted to them about their horrific lack of service. The point is, whether offline or in the digital world, pay attention to your followers.
The most successful marketer becomes part of the lives of their followers. They follow back. They wish happy birthday. They handle problems their customers have with products or service. They grow their
businesses and brands by involving themselves in their own communities. Marsha Collier
Think about what impresses you most about the brands and companies you follow. What sets them apart from the competitors? What drives you to like, know and trust these brands?
How can you scoop up some market share and humanize your brand?
- Engage your followers in conversations. This is SOCIAL media. “Social media is not a media. The key is to listen, engage, and build relationships.” David Alston.
- Show authentic interest in their business and their lives. Sincerity drives rapport.
- Focus on relationships. Sure it can be a numbers game but the quality is better than quantity. I would rather have four quarters than 100 pennies. “Activate your fans, don’t just collect them like baseball cards.” Jay Baer.
- Listen and respond to industry-related issues. We all like to have a voice.
- Follow up and respond to all messages. It is common courtesy and good business.
- Have a personal picture of yourself. Let them look into your eyes and see YOU, not a graphic.
- Provide introductions to other followers. Introductions are powerful tools – it says I know who you are, what interests you, and who is important in your network.
- Promote other people’s content. Self-promotion should be a smaller portion of your content marketing. A random act of kindness is paying it forward. It is always a nice surprise to see your own content shared by other thought leaders. “Social Media is about the people! Not about your business. Provide for the people and the people will provide for you.” Matt Goulart.
- Reshare your follower’s posts. A retweet is once again sharing the love and showing that you are listening and following.
- Show your human side. Your passions, failures, successes. Isn’t this what helps bring people closer together? It isn’t a weakness to share such details, but a strength to show your vulnerabilities as well as your dreams.
- Share your expertise on trending topics. Your knowledge is wanted and needed. Solve problems and inspire others to think deeply. Think value not “me me” fluff.
- Encourage feedback from your community. Asking questions and cultivating responses shows you value their input.
- Set up keyword alerts. Follow industry chatter, hashtags and your brand. Respond accordingly. Following the conversation and being able to troubleshoot promotes you as an attentive brand manager.
Be THAT company, THAT person, that you want to buy from.
Today people don’t trust companies. One of the things marketers want to do is to humanize their brand. What better way to do it than put a live person in front of them? Jackie Huba.
What steps do you take to humanize your brand?
