by Ace Concierge | Virtual Assistant | Oct 14, 2015 | Entrepreneur, Organization, Small Business, Toolbox
Picture this quintessential bit of information that has been picking at your brain and eating you up inside, you remember – someone on a beach with a digital tool, getting their work done while enjoying their family.
Drives you crazy, doesn’t it?
The cool breeze, the aqua green water, the white sand and some cheeky entrepreneur who is making it work! You stop and wonder; “How does she do it?”
Well, working remotely requires Systems, Tools and Technology. It’s not only possible to take a vacation, it’s doable, and within this article are the three things you need to know to make it work.
First, let’s identify a few fears here:
“No way. There’s too much to do and only I can do it.”
“My business would fall apart if I took time off.”
“Vacation? Only if I can have Wi-Fi.”
Put on your grown-up shoes and let’s roll up our sleeves and get you out of your office.
Systems:
Developing your daily operational structures ensures consistency, ease of use, and process management for yourself and those you bring on to your team as you grow. They become your auto-pilot during your absence.
Systems are the rules, policies, and procedures that your team follows and can consistently repeat as your company grows. They can be:
- Customer Support
- Inventory
- Marketing
- Accounting
- Human Resources
- Social Media
- Feedback
- On-boarding
- Meeting Procedures
- Customer Relations
While I admit, it isn’t always easy to walk away or tune out even for a short time, it is possible and you have earned it. Technology has given us 24/7 connectedness and the necessary tools to be able to step away. So, if you can marry your systems AND your tools, with your team, you can hide on an island or at least celebrate some downtime without as much guilt or worry.
Discipline is the bridge between goals and accomplishment. – Jim Rohn
I may not always practice what I preach, but I do operate with systems, a team, and automation tools, enabling me to work from anywhere. On a 2015, 2 week trip, I visited 11 states, mountain biked in at least 7, visited majestic mountains dividing these great states, toured the longest cave system in the world and saw a part of the country that instills a real sense of America, history and the people who fought to establish our great nation.
Tools & Technology:
All of this travel was made possible BECAUSE I have systems, processes, tools, and impeccable organizational skills. I love what I do and do what I love. It’s passion, not work.
The Secret Sauce: Everyone has a few tips and tricks to share – start talking in your community, ask a VA or check with other entrepreneurs who seem to be ‘always on’.
TIP:
I think one of the best time-savers I used was shared via a client. Managing client Gmail accounts can be a hassle if you have to constantly sign in and out of Chrome. The secret sauce is that you can create different user-profiles and never have to login but just keep their Chrome account in your icon tray. I currently have 8 active Chrome browsers in my icon tray for email management, calendaring, social media, and other various client specific projects.
Along with creating the individual user profiles, I also have each client’s daily core programs and most-used apps saved in their own bookmark toolbar. I truly embrace organization and structure; maintaining files and systems for everything! This process not only saves me from needing to keep 10+ tabs open at all times but streamlines each associated platform, tool, page, or required details to operate behind the scenes for each client.
Over the years I have fine-tuned skills, tricks and techniques, as we all do. It is a growth process and so vital for your business as well. I love the tip above. I am able to save/sync client apps, bookmarks, extensions, logins, favorite sites, etc. When a client shares their profiles with me, it provides me access to all of their data and company information. I do recommend the 2-step verification as well. Security is a must for every business.
TIP:
In order to manage all of the projects and clients, my favorite project management tool is Redbooth (formerly Teambox). I feel it is THE tool to use as it is very user friendly, streamlines communications, keeps everything in one central location and provides the opportunity to upload tasks, assign deadlines and a “taskmaster”, engage in real-time communication, share files, have conversations(similar to emails) and maintain editable notes (like Google Docs). Every time there is a project activity, Redbooth sends an email notification with the details. From here, you can reply directly from your email, or you can log in to your account. The dashboard interface is straightforward, displaying the key tools you use every day to effectively manage your projects and time.
Redbooth is very robust and full-featured as they have continued to improve and enhance their offerings to make it the “go-to” app for project management. You can also schedule HD live meetings and have them immediately added to your calendar with the call details. Once your meeting is started, you can also screen share or record the meeting for future reference or for team members that weren’t able to attend.
Other Redbooth benefits:
Reporting for each workspace, calendar, tasks and users
Mobile Apps for IOS and Android
Integration with: Google Drive, SharePoint, Evernote, Office 365, Dropbox, Outlook, Gmail, MS Project
TIP:
In keeping with time management, an absolute must in the day and life of a Virtual Assistant, is time tracking. While there are so many options, some more techie than others, I prefer 2 KISS basics. This FREE stopwatch and timer and a spreadsheet. I keep this handy little tool saved in my personal browser as well as each client bookmark bar enabling me to stop, start and track the time spent on all tasks and projects. Honoring the simple and frankly, the unsophisticated tool is a time saver in and of itself. I don’t need some fancy apparatus with bells and whistles. I need accuracy and accountability. There’s a time and a place for upgraded technology.
Here is the deal, find the right resources you need to make your vacation or working remotely actually work.
Do your OWN research and find what works best for you, your business and your method of working.
I don’t believe there is one set tool, system or process that solves issues for the masses.
We learn and operate in so many different ways, left brain, right brain, hands-on, visual, and so on, that it makes strategic sense to implement your chosen tool not simply because someone tells you to, but because it works for YOU. Test and retest until you it all comes together according to your needs and preferences. Soon you too can travel with your office right in your lap as I do, but just be sure that you’ve got a designated driver.
You might even want to hire a VA to keep track of it all for you!
Over to you: please share your tips for working remotely and having a life.
by Ace Concierge | Virtual Assistant | Aug 25, 2015 | Delegation, Entrepreneur, Virtual Assistant
With the various new forms of technology, there have never been more ways to enrich your life as an entrepreneur, reach your target audience and grow your business. The only problem is, how can you manage everything? Software, apps and other tools might help, but the overwhelming list of tasks can be excessively time consuming if you are a solopreneur.
A solution that is exceptionally effective is to outsource your administrative and back end tasks. Some business owners balk at the idea, wondering if they will have enough resources and comfort level to make it feasible. However, statistics compiled over the last decade have revealed a growing trend, with over 43% of companies now using outsourcing to help successfully manage their business operations. It makes perfect sense, since the more power we have behind us; the more work we are capable of doing. You can achieve more by doing less.
If you are new to the outsourcing concept, these 5 high level steps can help you streamline this process and get the ball rolling to free up your time and your mind.
- DETERMINE WHAT YOU CAN OUTSOURCE
Typically, at Ace Concierge, LLC we assess the type of tasks associated with your business functions and daily management. They might fall under two categories: highly repetitive tasks, such as data entry, social media management and blogging; or more specialized knowledge, such as accounts payable or web design. You may also have your own list according to your industry and niche in addition to the day to day necessities of processes and procedures. Once we have determined a list of tasks you’d like to outsource, we can determine the skill level needed and begin to narrow down your options.
- WEIGH THE COST VS BENEFITS OF OUTSOURCING
Begin with determining your own time value and where you should prioritize your efforts. If you tend to bury yourself in the daily minutia, for example, social media, editing, proofing, or curating content, it is here you need to ask yourself if this is the best value of your time? Is this your expertise, why you started your business? More often than not, it doesn’t represent your core genius, won’t provide an immediate return and isn’t a fundamental function of your company. While these tasks and activities represent daily necessities of an online presence, they don’t embody the crux of your knowledge and capabilities.
As an entrepreneur, your time needs to be protected, leveraged and highly valued. Outsourcing maintains these properties keeping you highly effective and focused on your business, growth, development and other primary structures of operations. Delegating allows you to forgo other things you would pay an actual employee, such as insurance, training, extra office space, supplies, and benefits. Instead, you are only paying for the project time which is a tremendous cost savings.
- DECIDING WHO TO OUTSOURCE TO
One of the most popular questions we get asked is, “Who should we use? How do we know they’ll do a good job?” As the old saying goes, “You get what you pay for.” There are many opportunities to find cheap labor from developing countries, but the difference in hours, language barriers and skills can sometimes pose a problem. These are options you must consider, especially if you are presenting their work to your own clients.
Consider partnering with another entrepreneurial like-minded individual as they will understand what it takes to own and operate a successful, viable company. If you only choose someone based upon price, a “one-off task master” then that is all you will receive. Point A to Point B with nothing in between. Think in terms of a virtual business partner who has your best interests at heart. Someone who invests in you, your time and your company to help you achieve your goals.
- CREATE A PLAN AND EXPECTATIONS
One mistake we frequently hear from business owners is frustration when a project is delivered and it’s not what was expected, it wasn’t on time, or it was not successfully executed. Clearly plan and outline for accountability and outcomes, keeping all lines of communication open. We try to stress the importance of a strategy that all agree upon to ensure that all needs and requirements are met or exceeded. It is difficult enough to give up what you have always done so it’s vital to create a solid foundation with dialog, expectations and feedback.
- RELINQUISH CONTROL
The hardest step business owners tend to have is relinquishing control and letting the person or business you’ve hired do their job. Remember, you’re outsourcing for a reason. You need to focus your time and energy on other more important, high payoff activities relative to your business. It doesn’t make sense to outsource a project or task and manage it from afar. If that’s the case, you should save your money and do it yourself!
Assigning the control to someone else can be nerve racking, especially if you’ve been involved in every aspect of the business from the start. As Ace Concierge, LLC has continued to practice outsourcing ourselves, as well as accomplishing administrative tasks and business management operations on behalf of our own clients, we’ve seen an increase both in productivity and the efficiency with which we can grow our businesses.
Leveraging time, expertise and a team is a growth mentality. It’s worked for us, and we’d love to show you how it can work for you!
by Ace Concierge | Virtual Assistant | Feb 25, 2015 | Entrepreneur, Productivity, Small Business, Social Media
No, not a financial burden imposed by the state, but the tax social media can have on an entrepreneur can feel like a huge time-sucker.
Dictionary.com presents 5 ways to define the word tax, the best fit for this article is:
Too Many Hats
An entrepreneur has a lot to do in a bootstrapped business. They are the person performing the customer service or generating the product they deliver to a client AND they are also every other department such as marketing, creative design, accounting, sales, talent management, and more. Their passion is clear and focused on the service and product, but it can begin to dwindle with the burden of necessary duties to support that business.
Social Media Visibility
Add to this, there is an expectation that all entrepreneurs are online at all times providing continual content to build a loyal audience and that content must live on Social Media platforms. After 6 months to a year of generating content, responding, being conversational to build relationships, and doing everything they can to rise above the noise and be noticed, they grow weary of it all. I heard one woman entrepreneur state that because of social media, she needs a wife, an assistant, and a design team because the weight of her business does not fit into the 24 hours she is given. Some days it feels like a heavy tax and burden on an entrepreneur’s day.
The Anchor
The message seems to be, if you are not on social media, you don’t exist. Yet many feel that being tied to the responsibility of social media keeps them from living, much less working on their business. They want to be there interacting with the people who need their business, but it doesn’t always feel like they are reaching an audience when using social media. It is a tough balance, entrepreneurship, and all it entails. However, there is a strategy that can be implemented to ease the load on a business owner’s time.
Delegation. Plain and simple.
Delegating is the simple act of entrusting authority to another person. While you can’t or shouldn’t delegate every task or responsibility in your business, you should move some of the non-essentials off of your plate. The ones that are the most time consuming, don’t generate revenue and take you away from the core of your business.
According to VerticalResponse, 23 percent of CEOs and business owners spend between six to 10 valuable hours each week on social media.
In a Constant Contact market survey, they found that:
- Small business owners spend at least 20 hours per week on marketing
- 82% market their business using many different platforms, including email, e-newsletters, social media
Wow! That is a big chunk of time to give up. I bet this doesn’t even include those hidden hours when you are sucked into the black hole of searching and link clinking. Before you know it, the day is over.
Who nurtured your business and your clients?
Yes! Your social media efforts represent the architectural structure that leads to brand recognition, credibility, a positive customer experience, brand advocates, increased web traffic, search rankings, and word-of-mouth marketing. There is absolutely NO question that you do need an online presence. It is vital in today’s super socially connected world. Everyone does business online; searching brands and companies, reviews, social proof, connections, tips, tools, apps, and addresses. It is only going to continue to expand.
BUT…..
What about the commitment to your business beyond social engagement?
Are you ready to apply for your social media tax rebate and get back to building your company??
by Ace Concierge | Virtual Assistant | Oct 15, 2014 | Delegation, Entrepreneur, Productivity, Time Management, Virtual Assistant
Do more –achieve more is a recipe for exhaustion and collapse. And you are probably tired of being tired right? Doing more does not make you more productive or efficient. In fact, the more that you heap onto your plate, the less you are able to effectively manage. Your proficiency decreases.
Identify the essential and eliminate the unnecessary.
Learn to think creatively to find more effective ways of getting things done is nothing new- work smarter, not harder. Putting in laborious hours into your day doesn’t necessarily equate to powerful payoffs of valued activities. Just think of the wasted hours surfing the net or scrolling through social media updates. That is time used. Time wasted. Get the things done that add value and impact to your life and your business.
1. Do LESS – ACHIEVE more
How is that possible?
It sounds pretty silly doesn’t it?
Kick start doing less:
- Learn to say no
- Set boundaries and priorities
- Resist the urge to be busy
- Slow down – be fully present in whatever you are doing
- Stop multi-tasking. It’s counter productive
- Finish projects, don’t just check off a few To Do items
- Reduce distractions
2. Do LESS – ACHIEVE more
How could you give up tasks and projects yet increase your productivity and effectiveness? Here’s the little secret …
D E L E G A T I O N
Entrepreneurs are accustomed to doing it all from changing printer ink, uploading tweets, proofing blog posts and ordering supplies to curating content, creating images, retweeting and sharing content and testing the latest social media apps.
This is just the short list of every day, mundane To Dos that eat up time and energy. Have you ever truly kept track of the hours you spend on the low payoff routine activities? What is your tally? 20+ hours perhaps?
This is time you are not working ON your business. If you aren’t, then who will? With only one person at the helm, there is only so far that you can scale. While it isn’t easy to relinquish some of your daily demands, it is a tremendous benefit to free up your valuable time and avoid burnout.
VALUED FOCUS
As a business owner you need to focus on the items that are of the most value to you and your company. Simply put, the things that YOU and ONLY you are capable of doing. The core business activities that: generate income, build relationships, nurture clients, develop new leads or foster a positive customer experience. You get the idea. Structure your day around these key elements.
Remember that old 80/20 rule?
Apply it here. You know that 20% of your efforts yields 80% of favored results. The trick is to determine what represents that 20% and DO MORE OF IT! Live and breathe that as your core genius.
The Pareto Principle, or “80/20 Rule” as it is frequently called today, is an incredible tool for growing your business. For instance, if you can figure out which 20% of your time produces 80% of your business’ results, you can spend more time on those activities and less time on others. This doesn’t mean that the low payoff tasks and projects aren’t useful or worthwhile to your business – they are. BUT, they don’t exemplify the best use of YOUR time.
You’re the CEO not an employee. Of course it can be a challenge to step outside of that role, removing a few hats and grabbing the reins but as the President, you owe it to your company to take charge. You owe it to your clients and prospects.
If you buried deep in paperwork and social icons, how do you intend to shake hands and build long-lasting relationships? You all have a propensity to take on more work, do every task or project which leaves you overwhelmed and distracted. This cycle needs to stop before you do.
Don’t keep adding more work.
Nothing is less productive than to make more efficient what should not be done at all. Peter Drucker
When you are able to focus on fewer things you increase your productivity and achieve better results. AND you want results. Every business owner does.
Ask yourself these questions:
- What are THE most important core business activities that you should be doing?
- What generates revenue?
- What leverage points produce the greatest results
You now have some key items or tasks that you have identified that do not need your focused attention. You have three options: do, dump or delegate. Make an executive decision on how you will manage or pass off these non-essentials. Consider what you will gain when you are no longer tied up doing some of the daily minutia.
Do less Achieve more!
What will you give up….. to gain?
by Ace Concierge | Virtual Assistant | Oct 1, 2014 | Entrepreneur, Small Business
Starting and growing your business is an exciting and at times, an overwhelming endeavor. The entrepreneurial spirit is a driving force to hang your shingle and as you know, it requires a specific mindset and continued effort to sustain and expand in your marketplace.
Break away: There may be several other businesses like yours and it is up to you to set yourself apart from the competition. It isn’t your widgets that generate the business. It’s you. Your service. Your commitment to your stakeholders.
Business ownership can be a 24/7 job and necessitates forward thinking and as Michael Port says, “thinking big.” Just because you opened your doors and provide a product or service, your job doesn’t end here. Build it and they will come is not enough. You must live in it, on it and breathe it.
Small business isn’t for the faint of heart. It’s for the brave, the patient and the persistent. It’s for the overcomer. Unknown
There is no room for stagnation or complacency if you intend to experience the full benefits of your company, aspiring greater revenues, satisfied customers, WOM marketing, new products/services and success. Embrace your business, your skills and your team on your journey as an entrepreneur.
Small Business Success Tips
- Have a passion for your business, service and product
- Solve an issue or problem, don’t just sell a widget
- Create blueprints to outline your goals, vision and action steps
- Set up systems for components of your business: i.e. marketing, sales channels, customer support, project management, social media and use them consistently. There is too much time and money lost searching for information or testing new tools and systems. Find one and use it
- Provide the service you expect from your own vendors
- Understand that response time to inquiries is very important. Don’t keep the prospect or customer waiting because your competitor is on your heels
- Stay connected and be available
- Never stop learning or reading for ways to help your business, network, customers or prospects
- Learn from failures and push forward, making new inroads
- Underpromise and overdeliver
- Be open to change and new directions based upon the market and your customers
- Know the difference between working ON your business, rather than IN it
- Why are you making yourself busy? All of the back end, low payoff, admin activities do not represent your core genius or generate income. It is important to allow delegation to become a strength, in order to grow and expand a business
- Social media and online marketing are here to stay – create a strong presence, understand the medium, know where your customers are
- Authenticity wins. If you aren’t true to yourself and your prospects, it is easily visible or soon to be discovered. Be real or don’t play at all
- Maintainable and consistent growth results from doing more of what produces progression and less of what seizes your time in the name of growth
- You must define the most profitable use of your working hours
- Focus your valuable time on the high payoff activities
- Limit distractions and stay centered on the task – you will be much more productive.
- Create collaborative teams within your company and industry
- Realize that every online action you take lasts a lifetime as your digital footprint. Your personal online brand represents you AND your company. Be cognizant of your posts and comments as your reputation may be determining your social impact
- Giving is better than receiving. Stop singing Me, Me, Me. Share the rich and relevant content of others in your network, industry, trusted circles, family, friends….. you know who. Reach out and ask how you can help. If you find a pertinent article to someone you know, email it. Go the extra mile
- Learn effective time management skills while you can’t manage time per say, you can manage yourself in terms of your priorities and scheduling. Never be late and don’t miss deadlines
- Maintain an organized office and life with productivity tools that work for you; whether it is a pen and paper, an online PM system or a spreadsheet, keep track of what you are doing, the milestones, results, action steps and To Do list
- Have some fun. Laugh a little and most of all, revel in your success as a business owner
Small business success doesn’t just happen overnight with a wish and a magic wand.
What is your secret weapon for success?
by Ace Concierge | Virtual Assistant | Aug 19, 2014 | Delegation, Entrepreneur, Productivity, Virtual Assistant
You relish the feeling of owning and operating your own business. You are the boss. The king of your company, controlling your own destiny and driving the success of the organization. You understand the systems and processes required to prosper in the business world.
You are a visionary. A thought leader, delivering strategy and tactics to meet your goals.
Being an entrepreneur requires a mindset that isn’t just about collecting a paycheck but more about creating a thriving business, meeting needs, being intuitive and developing your company in such a way that it impacts your stakeholders. According to the US Small Business Association, there are approximately 23 million small businesses in America just like yourself, facing challenges, making innovations, adapting to change and attempting to own a piece of the market share.
Entrepreneurial mindset refers to a specific state of mind which orientates human conduct towards entrepreneurial activities and outcomes. Individuals with entrepreneurial mindsets are often drawn to opportunities, innovation and new value creation. Financial Times
This is just a small piece of the equation.
Keeping this in mind, think about all of the daily projects and tasks that you continue to add to your plate that is already overflowing. It is a meal for many. How are you able to scale your company while managing all of the day to day, routine and mundane tasks? It’s like flipping the lever on a container of jelly beans and filling up the bag until it overflows, scattering a rainbow of colors all over the floor.
What happens next?
Aside from a sugar high, you are left with an inedible mess on the floor. Sure, the colors are pretty; they may have landed in some obscure graphic design but they are of no use now. Make the most of your life, your passions and your valued time.
STOP! Don’t burden yourself with the unnecessary. It’s a liability to you and your company.
You know what you do best. You know why you started the business. You have the entrepreneurial mentality but like many small business owners or solo-preneurs, you (we) tend to wear every hat in the company. Hats that should be distributed to more than one person. To a team.
Empower yourself for higher performance!
But the essence of teamwork is not actually perfection – the essence is constant growth. One of the must-have things you will need as an entrepreneur is a loyal right-hand person who will not leave you no matter what troubles you will face in your entrepreneurial journey. Victorino Abrugar
Being an entrepreneur is no simple endeavor. It requires a 24/7/365 days a year drive, dedication and commitment to growing your business. It isn’t a hobby – it’s a lifestyle.
What makes a business owner a CEO of their company and what keeps them slugging it out alone?
In “Stay Focused on Your Core Genius,” by Jack Canfield he clearly demonstrates the power and need to delegate what doesn’t serve you and your valued expertise.
I believe you have inside of you a core genius… some one thing that you love to do, and do so well, that you hardly feel like doing anything else. It’s effortless for you and a whole lot of fun. And if you could make money doing it, you’d make it your lifetime’s work. For me, my core genius lies in the area of teaching, training, coaching and motivating. Another core genius is writing and compiling books.
Over my 35 year career, I have written, co-authored, compiled and edited more than 150 books, and I love to do it! I do it well, and people report that they get great value from it.
Compare that to the other people in the world who go through life doing everything, even those tasks they’re bad at or that could be done more cheaply, better, and faster by someone else.
They simply can’t find the time to focus on their core genius because they fail to delegate even the most menial of tasks.
Most entrepreneurs spend less than 30% of their time focusing on their core genius and unique abilities.
Read this once. Twice. Three times.
What are you holding onto that doesn’t represent your core genius? That isn’t the greatest value of your time and expertise? Anthony Iannarino believes, “The most productive people spend their time where it produces a greater return on investment. They invest their time where it produces the outcomes that they really want.”
My clients outsource to me for these exact reasons. It is impossible to do it all and be it all to everyone while operating a successful business. While you may want manage every single aspect of your company from top to bottom, it will come at a price. There comes a point in time when every entrepreneur needs to realize it is time to step back from the desk, the daily activities and become the CEO of their company. The overseer who is no longer tromping in the trenches but actively running the business. Working ON it, rather than IN it, instilling the long-term vision required for your company’s growth and longevity.
“Scale Your Business Beyond Yourself.” When you choose the activities and projects you are going to delegate, commit to making the best use of these hours. Don’t simply be busy or squander your time on social media. Have a plan in place for those new found hours dedicated to working on your business, productively! This is a high payoff investment.
In fact, by the time they’ve launched a business, it often seems entrepreneurs are doing everything but the one thing they went into business for in the first place.
It takes time to create new habits and get in the flow with different systems, but once you re-establish your entrepreneurial role, you will experience greater growth in addition to deeper visions for your company. It is a future of win-wins. Live your dream as the entrepreneur, not the employee. As Jason T. Wiser of On Track Tips says:
Stop being a one man band, start being a business owner. You no longer need to do it all yourself, but you need to know how to delegate and let go of tasks.
Are you ready to take the advice of Jack and Jason to scale your business? If not, what are your roadblocks?
