by Ace Concierge | Virtual Assistant | Aug 29, 2013 | Entrepreneur, Small Business
Wandering aimlessly in the entrepreneurial desert generates a destination unknown. You need processes, procedures and best practices to instigate change and growth in your business. Successful entrepreneurs aren’t about being willy nilly but instead, implementing systems for a well-defined and productive business machine: The Company.
“Business System Planning (BSP) is a method for analyzing, defining and designing an information architecture of organizations. The result of a BSP project is an actionable roadmap that aligns technology investments to business strategy.” Wikipedia
- Direction and clarity will ensure a positive journey to your success.
- Systematizing your business flow and daily operations is only part of the expansion channel.
- Systems and plans help build momentum.
- Systems help you to uncover your low-payoff activities
- Systems allow you to teach others to do many of the daily tasks so you don’t need to wear all of the hats.
- Systems save time and money
It is easy to get caught up and manage your business on auto-pilot; just taking care of whatever comes your way and some of yesterday’s hits but unless you clearly outline your objectives, something is bound to get lost in the shuffle.
“A system breaks down your businesses processes and sets verifiable checkpoints with expected outcomes for each task. Bulletproof business systems that boost profits while freeing up time and expenses.” Nick Reese
2 things you should have:
- Systems: Documentation of your processes/procedures for general structure and policies as well as your online activities
- Planning: Goals/action steps
Some may believe that this kind of structure is too rigid but being the architect of your life and your business, is the road to achievement. Systems create routine work in a standardized way with implementable action steps to scale your company.
Systems are your framework to outline expectations for yourself and those your work with. Embrace organization to achieve excellence. Once you invest your time and energy on the foundation, your day becomes more simplified. More productive. More profitable.
“A business without a commercial sales/marketing system is the same thing as trying to drive from Chicago to New York without a map, while blindfolded. The chance of getting to where you want to be is next to none!” Michael Trow
Creating Systems:
- Make a list of your systems: sales, marketing, social media, accounting, customer retention…….
- Record the procedures that are vital to your everyday operations.
- Note who is responsible for each step and level within your organization.
- Make sure your team follows through with their processes as well.
- Anticipate problems and solutions as part of your methodology.
- Document the desired outcomes with answers to different potential scenarios and how to handle them.
- Use flowcharts and or spreadsheets
- What systems or procedures can be automated?
- How will you implement your automation (document it)?
- Track your digital automation procedures/successes
With a system in place, you will know exactly what needs to be done, how, when, and why.
“The development of internal processes and systems is vital for defining the parameters by which specific tasks are to be accomplished. The trick for the leader is to not get caught up in weighty process and the metrics they produce, but to authentically be aware of the activities on the front line that contribute to happy customers.” Patti Blackstaffe
When you systemize your business, you learn how and what to automate enabling you to also delegate routine tasks so that you can grow faster and focus on doing what you love. Imagine the time you save with your systems in place. Your day would flow with greater ease. You would have more structure and a deeper understanding of the daily processes. Your team would have clarity and accountability. Your business would be positioned for growth and increased profits.
Jump start your business with systems. After you have completed this process, the next step is your planning of goals and action steps for each day, each month, for the year.
Make it happen.
Image credit: Pixabay.com
by Ace Concierge | Virtual Assistant | Aug 8, 2013 | Entrepreneur
How do you value or measure your success? Many place financial gain as their metric for success but does this really encompass all that you strive for? It is certainly one component but is it the “be all” to gauge your accomplishments?
There is always going to be someone else with more: more money, more things, more status, more friends. You name it; we are a society of more and that is unfortunate. This mentality leaves some in a state of inadequacy, never feeling secure, successful or complete.
When you are able to turn inward and discover your own strengths it becomes a healthier motivation for achievement. Remove the emotional tickers and learn what is good for you. How you can be better at your career, relationships, parenting, and in your community.
The desire to grow should be a daily goal but based upon you and not your perceived success of others as you are a unique individual. Sure, be inspired for change, realizing it on your terms, your gifts to make a difference in your unique value proposition.
Just the other day I was speaking with a client about measuring success against the success of others and she told me: “You have arrived.”
Did I dance a bit? Heck yes.
Did I believe her? Yes, I did.
Have I compared my success level to that of others in my industry? Honestly? I have. It became a powerful learning tool for me as I was able to look deeper into my company, what I am doing, what is different, what is the same, what is (isn’t) working, what are my strengths and where can I improve. I set my intentions, manifested goals, and knew what needed to be worked on.
Am I a success? YES and on many levels: as an entrepreneur, a mom, a caregiver, a thought leader, a friend, and even an X-wife. I love what I do and do what I love. I am a passionate business owner driven to help others succeed.
I think my greatest accomplishment is being the best mom in the world or so I have been told. My daughter recently graduated college with a degree in forensic science from VCU and I still get the calls: “I love you so much, mom. You are an amazing role model.”
My most personal empowering experience? During my daughter’s sophomore year in college, she wanted home closer than 12 hours away. Twitter directed me to North Carolina: a quick flight in August 2009 to find an apartment and then the solo 16-hour drive from NH to NC in October to begin my next adventure.
The most impactful would be caregivers for my mom and sister while they battled breast cancer. As my sister and I were leaving Dana Farber after her stem cell transplant, she looked at me and said: “I never could have gotten through each day without opening my eyes and seeing you in that chair.”
Treasured notes: one from my dad telling me how proud he is of me, my accomplishments, and my company. I love my dad.
Business successes are numerous: they can be counted, measured, and shared. “I have arrived” and I know this from the recommendations on LinkedIn, website testimonials, word of mouth referrals, shout outs on social media, growth of my client base, the client calls I receive just to hear their successes because they partnered with Ace, the positive network of other virtual assistants and colleagues, the expansion of my community, earning the trust and respect of others, and the recent opportunities for interviews, guest author posts, and podcasts.
This is my view of success or at least part of it.
Life and business are constant opportunities for growth. If we stop learning, we stop living: we stagnate. Create richer value to share and assist others. Look for ways to instigate change (the infamous words of Chery Gegelman of Giana Consulting).
Have I achieved everything I want on MY terms? Not yet but that is why I have goals and action steps.
Do I facilitate daily growth and change? YES. I have a thirst for knowledge and a quest for learning to benefit myself and my clients.
Am I ready to buy my private plane or oceanfront home? Not yet but it isn’t always dollars it’s YOUR view….
More importantly: Am I satisfied and content with my place in this world? A resounding YES!
“The joy of life consists in the exercise of one’s energies, continual growth, constant change, the enjoyment of every new experience. To stop means simply to die. The eternal mistake of mankind is to set up an attainable ideal.” Aleister Crowley
The day isn’t over and I am still breathing.
Watch out world because I have arrived.
What is your measure of success? Is it only financial gain or are there other more intrinsic metrics to exemplify your growth achievements?
by Ace Concierge | Virtual Assistant | Jul 29, 2013 | Entrepreneur, Life Thoughts, Small Business
How often do you step away from your office and take a break? Just shut down for a bit to refresh your brain matter and gain clarity? We all need a respite or as Jennifer V. Miller of the People Equation says, a “staycation.” It is a short mental holiday from the hustle and bustle of our information overloaded lives. We are constantly on overdrive, meeting extensive demands and teetering on a tightrope.
Whether at your home or office take a break and slow down a bit. Life won’t stop if you do, but it may if you don’t.
Say YES to you.
Learn to give back to yourself; rewards, small pleasures, time to do nothing, time for YOU. A few simple steps toward SELF will reduce your stress, give renewed focus and refresh your whole soul to keep pushing forward.
ME time can be anything you want or need it to be, but just do it.
You may be thinking that ME time is being selfish. On the contrary!! Please don’t believe that you are a superhero and can only give to others. While that is a commendable quality, you can’t continue to empty your tank. You must make deposits to refuel. Aren’t you worth it?
If you are a solo-preneur, you are fortunate to be able to create your own stress breaks, but if you are an employee, you may need to implement some of the suggestions in Jennifer’s blog post above.
In either case, you still have other hours to choose from, so schedule ME time.
- You are entitled to it.
- You earned it.
- You deserve it.
Get More Out of Life: 5 Tips to Focus on You
My ME TIME is my mornings to lift at the gym. My phone does NOT go out on the floor with me. It is locked up. I put my earbuds in and tune out everything else around me.
This afternoon’s brain break is the image above: homemade watermelon sorbet with my Champion Juicer. I needed to step away from the computer for a bit. It didn’t take long to make. I could still check my Smartphone if needed, but the world didn’t stop while I cleared my head.
How will you gift yourself today?
by Ace Concierge | Virtual Assistant | Jul 25, 2013 | Entrepreneur, Small Business, Virtual Assistant
A code of ethics and honor exists amongst most Virtual Assistants, at least with the tremendous women in my network. As entrepreneurs we pride ourselves with strong character and morals, not just because we are business owners and great human beings, but we are also trusted with managing our client’s business. We are privy to logins, credit cards, proprietary information and other business “secrets.” We treat these components with the utmost confidentiality, similar to HIPAA.
I recently discovered another Virtual Assistant who copied some content from one of my blog posts. I was irate of course. I labor over my blog posts, hoping they are rich and valuable to you, the audience. I immediately became incensed with anger and frustration. Those were not her words I was reading, but mine. Her title was even taken from a different post and she also stated the upcoming content of her next post, which of course can found on my blog. Maybe it was her idea, all fresh and new, but it certainly appears a little suspect. She is even a “Certified VA” with a badge on her website and a link to their code of ethics.
VAs are trusted with so much and if one is going to steal another’s content, what else may she consider? I feel very strongly about my industry and the trust from my client base. It is always an honor when Ace is chosen as remote business manager. My reputation stands for itself as does the other Virtual Assistants I know and follow. We work hard and earn our place in the business world. When I see something like this, it just makes me question someone’s business sense and character.
“Character is the firm foundation stone upon which one must build to win respect. Just as no worthy building can be erected on a weak foundation, so no lasting reputation worthy of respect can be built on a weak character.”— R. C. Samselat
As soon as you publish original content, it is protected by the copyright law, even without the symbol. This translates into the fact that people can’t repurpose or publish your content without consent.
- If you want to do a little research about your site and content, try CopyScape. It is a simple tool I discovered many years ago which will clearly display what content has been copied.
- Using Google Authorship also helps to reaffirm what is owned and protected by you.
- Make sure you take screenshots of the offending content.
- Email the perpetrator with the exact details, including the images, requesting that all copyrighted content is removed.
- If your correspondence is not successful, you can also contact the search engines directly under the DMCA Law or Digital Millennium Copyright Act
A little permission goes a long way. Ask. Give credit. Share honestly and professionally.
Know the laws and your rights.
by Ace Concierge | Virtual Assistant | Jun 17, 2013 | Customer Service, Entrepreneur, Small Business
Sure, you have a business, but whether you sell a product or a service, you must provide SERVICE. What makes you so much different from your competitor that your prospects are knocking down your door? Or are they?
Solving problems is your real product not your widget or your services. Anyone and everyone does that. It is you, your service and your ability to meet the customer/prospect needs that will drive your business.
You already know that people buy from people. You are “people” not just your brand or your company. It is your responsibility to meet needs, solve issues and instill a level of comfort and trust with your audience. The buying decision occurs in the emotional environment.
“Too many business owners and sales people try to sell their product or service, neglecting the fact that their customer is a person. In fact, the customer is a person who has feelings, influences and a mind of their own. They want to be connected with, and to trust and believe the person from which they are buying.” Rebecca Wilson
According to their findings in a Customer Loyalty Engagement Index, Brand Keys Inc, concluded that the buying decision is 70% emotional and only 30% rational. “Emotional engagement is the pivotal key to successful marketing.” It is up to you to build an emotional, personal relationship with consumers, conveying trust, comfort and understanding.
Social media affords you the platform of being personal, getting to know your audience, their drivers and their pain points. It is up to you to create your reliable brand persona instilling trust and generating a comfort level and feeling of confidence with you and your company. Georgina El Morshdy outlines 30 Ways to Build the “Know, Like, and Trust” Factor that Grows an Audience on Copyblogger. “Your audience won’t pick up real momentum until you’ve mastered the “know, like, trust” factor.”
The relationship building approach works to consistently develop trust, loyalty and a foundation for a long term partnership. It takes time to build any genuine relationship but isn’t your customer worth it? Being in business isn’t just about the sale; it is about fulfilling needs, valuing your customer and providing impeccable service.
by Ace Concierge | Virtual Assistant | May 28, 2013 | Entrepreneur, Organization, Small Business
Really simple syndication or RSS Feeds are a mainstay for content curation and digital consumption. I need the news not just as an educational factor or to stay up to date on current events, but it is necessary component of the virtual assistant industry and for any business. Pushing RSS feeds to a news aggregator saves time from endless hours of revisiting websites, clicking, and research as it will populate desired content into one central location. It is all automatic. How simple is that?
Most websites do have RSS Feeds on their site to help share their content at a click of a button. This social share is very important with your audience helping them to freely distribute your information. Personally, I don’t care to provide my email address to overflow my inbox with newsletters and daily feed digests. I prefer Feedly or other aggregators to maintain and update my interests. It is meticulously organized by category and client, enabling me to sift through thousands of targeted articles, choose what I need and schedule social media content for my client base.
When I find a site that only offers the option of inputting my email, they have lost my attention. I receive enough digital dessert that there is always someone else I can find if you don’t have a feed.
Why should you have an RSS Feed on your site?
- Convenience
- Ease of distribution
- More returning visitors
- No barrier to subscribing
I love RSS Feeds as they simplify my life, content curation and digital candy to the central location of my choice. You can even create your own feeds for Twitter users or hashtags as well as almost any other searchable web content. Bruno Gebarski provides clear instructions on generating your own feeds for a variety of content and it is very easy to set up.
Make sure you have an RSS Feed on your blog or website to ensure your audience is able to be a part of your marketing channel. Is it visible? Easily found on your pages? Don’t miss out on opportunities by only offering an email opt-in to receive your updates. While building your email list is important, you also don’t want to alienate those who don’t want to provide their email address. Be available. Be accessible.
Feed your readers a healthy diet of your content at their convenience and comfort level.
