Archive for December, 2007
Now Is The Time Of Year To Focus On The Future Of Your Business Part I

I found this article on Ezine Articles and found that it said pretty much what I was going to tell you so … as the saying goes … why try to reinvent the wheel!!

Let me know your thoughts …

NOW IS THE TIME OF YEAR TO FOCUS ON THE FUTURE OF YOUR BUSINESS PART I

I’m sure I’m not the only one who feels a bit rushed over the holidays When you actually take the time to think about it, you’ve probably had some incredible experiences during the past year, but it is also time to focus on your business and its marketing especially if you are in a service related industry which tends to be slower now. Reflect on the past year…

Write down what inspires you now … What inspired you to start your own business? I believe that every business has a story to tell and that story is your “brand” that is just bursting to escape and be shared with the world through your poignant marketing campaign.

Describe what you would like your business to look like three years from now. Write a descriptive paragraph or two of what your business would look like if you were describing it to another person. Now imagine you’re one of your customers three years from now. Describe your experience in doing business with you or your company. How is the experience? What is it like? Can you get excited? Is this the kind of business you’d feel proud telling your closest friends and family members about?

Now that you’ve done that write down what has to happen between now and then for your business to actually look like you just described? What are some of the things that are in your control… that you can do something about? And what are some of the things that could happen that are not necessarily in your control… that you have no influence over? Things like price increases by your suppliers, tightening of credit guidelines, market conditions, the economy, and so on.

Next, what back-up plans do you need to put in place to compensate for the things you have no (or limited) control over? Are there some other products or services you might be able to represent or lean on if things get tough with your main products or services? Have you worked out a joint venture arrangement with another complimentary but non-competing company who represents other products that you may refer your customers and qualified prospects to?

And finally, who are the people and what are the resources you need to help you accomplish your three-year goal? Do you know who they are? Can you identify them? Do you have the proper relationship with them that you can enlist their aid when you need it? Do you have a plan that you can readily describe and discuss with them that will sell them on helping you?

Are you ready to take your business to the next level?

Copyright 2007 ProfitsMakeOver, Inc.

Gail M. Barsky, ProfitsMakeOver, Inc. works primarily with small business owners. Gail’s proven systems and strategies help business owners’ increase: the size of customer transactions, profit margins, the frequency of purchases, the number of years customers do business with you, referrals and boost conversion rates. Gail works only with a handful of personal clients. Her results have been impressive and have earned her substantial recognition and notoriety. Gail frequently offers “Breakthrough Business Development Seminars & Workshops.”

Gail M. Barsky, Esquire offers a FREE 20 Minute Business Strategy Session Call to interested business owners. Schedule your FREE private call with Gail M. Barsky, personally at http://www.profitsmakeover.com and click on the link marked FREE Strategy Call.

I will bring you Part II tomorrow.

A Revolutionary Year!!

Recently I was honored by the Virtual Assistant Revolution as the Revolutionary Business of the Year for 2007. I shared this honor with my good friend Yamisi Daniel. I wanted to say a few words about the other candidates for the award so you would see just what this means to me and how I feel about each of the candidates.

First I will start with my co-winner Yamisi Daniel. Yamisi just started her business this year, but has already made such strides that are usually only seen in “seasoned vetrans”. Yamisi has not only started and established a VA business, but she is also raising a young son and has still found time to write a couple of books (which I can’t wait to see in print!!). Yamisi has a go-getter attitude and never lets anything get her down. She has learned in a short amount of time what takes many of us years to master including knowing how to not only create, but also to manage a thriving business. Congratulations again Yamisi, it is truly an honor to share this award with you.

Jaime Lee Mann was the recipient of this year’s Janet Jordan Award and has done nothing but leave me in awe. I honestly don’t know how she does it some days!! She has a successful multi-VA business, a business that was built almost overnight and has remained strong even through the birth of Jaime’s second child. Jaime not only manages her clients, but her VA team and her two young children. She always has great tips and advice for newbies and is the expert on Following Up!! Way to go Jaime … how much sleep did you say you get again?

Sally Kuhlman is one of my dearest, dearest friends. Even though we have never met in person. This year Sally has done so many things to come out of her “comfort zone” and her business has soared as a result. She is the co-author of Managing Your Thriving Business for Success and we have a number of things planned for the up-coming year. Sally has also grown her business to the point that she is relying on others to assist her and I just know that 2008 is going to mean great things for her.

Connie McVicker was also another nominee for the Janet Jordan Award. In the short time that Connie has been in business she has gained a wonderful reputation and has become the expert among experts when it comes to graphic and web design. Many Virtual Assistants are certainly sporting logos and websites that have been created by Connie. Most of all, Connie has been able to build a team to assist her and does this while still being a fantastic mom to her young daughter. Good job Connie and I want you to know how amazing I think you are.

Connie and Jaime have also both found the time to create a resource series for new and veteran VAs …. Again I ask (and now of both of you) when is it you sleep?

Angela Smith does more for new Virtual Assistants than anyone I know. She always has helpful tips, advice and information. She has also managed to grow a business at her own pace into a business she can be proud of. Not only that, but she has written two books (and I know she probably has plans for others)!! Angela thanks for all you do to make the world of Virtual Assistance a little less scary for the newbies.

Patty Dost has been my right hand this year, but not only that, she has been the right hand of several others. Patty has grown her business by assisting other Virtual Assistants and by being the person that everyone can depend on to “find the answer to any question”!! Patty finds time to not only run a successful business, but has also found the time to assist VANA, which has earned her the honor of becoming the 2007 VAccolade Business Entrepreneur of the Year. Thank you for everything you have done this year Patty!!

Crystal Pina has grown a great deal this year. Crystal has learned so many things this year and has become a great resource for assisting others in the Virtual Assistant industry. Crystal is the type of person that won’t let things get in her way. She is that person that will never give up until she figures things out. It is because of this that I can’t wait to see what great things Crystal is going to continue to do in 2008. When I first met Crystal, she was determined to learn how to design her own website. This is a task that not everyone would undertake, but Crystal not only undertook this, she did it with flair and has become someone that you know (through pure determination) you want on your side when the job needs doing! I can’t wait to see what things you have in store for 2008.

Last but not least, is my good friend Terry Green who was the recipient of the Thomas Leonard award this year. Terry has grown her business in leaps and bounds this year. She has gotten a great reputation within her target market of coaches and her business is building itself alone based on the hard work that Terry put into her business in the beginning. Not only that, but just recently Terry’s business grew so much that her husband was able to come and work with her so they could take the business even farther.

So congratulations to all my friends and associates … I am still in awe that I won considering the wonderful field of candidates that the people had to choose from. I certainly can’t wait to see what great things will come from the REV members this year!!

Christmas Wishes!!

With the holiday season fast approaching I took some time to watch my children prepare their Santa letters. Of course, every single item on that list was something they truly didn’t need, but felt they would just “die” if Santa didn’t bring it to them! We are fortunate to belong to a society of want rather than need. So many in the world are not nearly as fortunate as us and we truly should be grateful for the wonderful gifts we have been blessed with.

All that aside, let’s be realistic. We realize we are fortunate, but that doesn’t mean that we can’t really, really want something just as my children really, really want the latest and greatest new toys this year. This too is true about our businesses. I am sure you can make a list right now of 20 things that would be great for your business and really, truly make your life much easier. So what things are you going to put in place to get those 20 things this year? Yes they may be things you truly don’t need, but why not treat yourself? If you have truly taken the steps to set up a thriving business and to develop strategies to allow your business to continue to grow it’s time to reward yourself.

Take your wish list and pick at least one thing on that list. Now set yourself a goal. Make the goal a realistic goal, but something you truly need to work towards. Next I want you to make yourself a promise. When you reach that goal this year, I want you to reward yourself with that one item on the list. I am sure the incentive of the “prize” waiting at the end will be enough to truly get you working towards completing that goal and in doing this you will truly have created yourself a thriving business.

So I will go first … my goal is to develop my business to a point where I have a Project Manager fulltime and I am working only when I want to (in other words my business is self run)!! So now for the reward …. my reward will be …. to take my family on a cruise. This is a dream we have always had, but never gone any further.

What about you? What is your one big goal and what will your reward be if you reach that goal by this time next year?

What is Revolutionary?

I belong to a Virtual Assistant association called the Virtual Assistant Revolution. It has been one of the best investments I have made for my business. Just this past week they announced a contest for the Revolutionary Business of the Year and it got me to thinking … What is Revolutionary?

To me revolutionary means that you have had great successes and done things that revolutionize not only your business, but the industry. Looking back, the revolutionary things I have done are:

  1. Written two books, in my thriving business series.
  2. Added subcontractors to my business and turned it from a “one-man” show to a multi-VA business, which allows me to best service all my client’s needs
  3. Become a Success Partner with the Canadian Virtual Assistant Network

These are all very important ways that I have Revolutionized my business, but perhaps the biggest thing I have done is to take each thing that happens in my business and learn from it.

I hadn’t shared with many that I was having a troublesome month and was very frustrated with the way things had been going in my business. Through no fault of my own or my team’s, a couple of my clients ended their relationships with my business; one sold his business and the other decided to close the doors for good. I went from racing down the speedway back to riding my horse in a leisurely pace. It was only then that I realized what revolutionary truly means.

To me, revolutionary means being able to look adversity in the face and not allow it to beat you. To be revolutionary means you can ride out the downs and enjoy the ups knowing that even when you are in a down the next up is right around the corner. Want to know why it’s right around the corner?

Because I am a Revolutionary business owner. I have a plan and I know that in no time I am going to be up at the top of that hill bigger, stronger and more successful than I was when I was on the top of the last hill. Even better I am going to climb an even higher hill this time, because the ideas I have for my business to take it to the next level are truly revolutionary!!

This year, mark my word, I will:

  1. Add more clients to my client list to the point that I will need a full time Project Manager to assist me.
  2. Write even more books in my thriving business series
  3. Mentor other Virtual Assistants who are afraid to come out of the closet with their downs for fear that others won’t see them as the success that they are

So there you have it …

REVOLUTIONARY (to me) MEANS HAVING A PLAN TO BE A SUCCESS!!

How to Establish Your “Must Have” List versus Your “I Really Want” List

When you first start your business, your list of “wants” will probably be quite long. Identifying what you must have as opposed to what you really want is critical to responsible financial management. In other words, you’ll never create a thriving business if you spend all your money on everything you want.

Although we may really want EVERYTHING for our business, we must know how to determine a must have versus a really want for our business – budgeting is important. Did you hear that? Budgeting is important. No business can survive without it…well, not for very long at least. Make a list of what you have coming in as income, what you have going out in expenses and what you have leftover. Then from what you have leftover, determine how much of that you can spend on things that you need for your business. Based on how much you have to spend, prioritize the purchase of things you really need, not things you really want.

Determining what we truly need today and what can wait for tomorrow can be hard at times. We all want to have the latest and greatest software, computers and accessories, but do we really need them? Now make a list of what you really need to run your business versus what you really want. Put them in separate columns. Be sure to think about each one and be honest about whether or not you really need it or you just really want it. One way to make a decision is to look at the numbers.

Determine the return on investment of each cost associated with your business. For example, buying a $2,000 software program that will be utilized to bring in revenue of $400 per year is not a good investment, but spending $200 for a product that will make life easier and save hours each day is a good investment. So determine the return on investment for each of the items in your “really need” list and see if that process results in any of those items being moved over to the “really want” list.

Once you’ve moved everything you can from the really need list to the really want list, prioritize your really need list. Again, be honest and use the information from the return on investment analysis you performed earlier to assist you in your decision making. Careful planning and smart spending are critical when developing a thriving business.

Hopefully by now your really must have list is probably much shorter and much more manageable. On the same token, your really want list is probably much longer and more overwhelming than you had originally planned. That’s fine – just perform the same process and move some of the items to a new list. Call it the stuff you really don’t need list. There are bound to be several things you can move to that list.

Remember creating and maintaining a thriving business means planning carefully and spending wisely. When you carefully consider what you need versus what you want using a process, you’re business is sure to thrive as is your bottom line. Budgeting is important!

10 Ways a Virtual Assistant Can Assist to Grow a Travel Agent’s Business

As a Travel agent, you are in the market for making people’s dreams come true. This is probably the appeal that pushes most agents towards pursuing this career. Little did anyone tell you that there would be so many “behind the scenes” tasks that would require so much of your energy. So, how can a travel agent find more time to get back to what they love … granting wishes!! The answer is simple: partner with a Virtual Assistant. By partnering with a Virtual Assistant they can take care of those “behind the scenes” tasks on your behalf. Here are just a few ideas a Virtual Assistant can assist a Travel Agent:

1. Client Database
A Virtual Assistant can take your client lists and insert them into a database. Once this is accomplished, they can even maintain that database on your behalf. They can insert such information as places clients love to go, personal information such as birthdays and anniversaries they have celebrated, and what they did and/or didn’t like about the places they have traveled in the past. Imagine how much better your customer service will be when all this information is at your finger tips instead of having to search through paper files and notes that are maintained in several locations.

2. Client Contact
Imagine having someone that could order a fruit basket to be waiting for your clients at their destination, send birthday cards, anniversary cards, and conduct impartial surveys upon your client’s return. Customer service is key for word of mouth and referral marketing. By providing these little extras for your clients, they are sure to be talking about you to others. Your Virtual Assistant can also put together the itinerary packages for delivery to your client.

3. Client Follow-Up
Follow-up is crucial for travel agents so that they can better inform future clients with respect to different destinations. Having a Virtual Assistant that can contact clients after their holiday and listen to what they liked and/or didn’t like can be crucial for future consultations.

4. Internet Research
Having all the important little tidbits about your client’s destination is a wonderful little extra to provide to your clients. Your Virtual Assistant can find out rules for different countries, key tourist spots (together with maps and directions), country customs, etc. They can compile this data into a brochure or information packet for you to provide to your clients. Also, your Virtual Assistant can research destinations that you would like to know more about before starting to advise your clients so that you can decide if the destination is one that would be suitable to promote.

5. Marketing Materials
Even outside of the ordinary marketing materials such as brochures and business cards, imagine being able to provide your clients with feature sheets on various destinations including different facts, ideas and tidbits for different popular and/or unique destinations. Perhaps fact sheets of what to bring or what not to bring, airline and country regulations, etc. All these little extras are things that a Virtual Assistant would be pleased to assist you with preparing.

6. Newsletters
Staying in touch with your clients via a newsletter is a certain way to ensure that they think of you when they are ready to take their next trip. Your Virtual Assistant can do the research, write articles and put together a newsletter containing tips, advice and features within the travel industry. Not only would this reach your existing clients, but could also be a way to market to future clients as well.

7. Website Preparation and Maintenance
An excellent way to keep in touch with your clients and provide up-to-date information would be through a website. Your Virtual Assistant can assist you with getting a website prepared and then maintaining the data and information you provide on your website.

8. Bookkeeping
Perhaps the most dreaded task by most Travel Agents is bookkeeping. Your Virtual Assistant can assist you to prepare invoices to your clients, pay your suppliers and utilities. By maintaining an up-to-date set of books, you can begin to see your financial picture at any time, together with cash flows and expenses.

9. Supplies Ordering
Your Virtual Assistant can take care of not only ordering your office supplies for delivery, but also ordering the brochures that are provided by the different tour groups, airlines and hotels.

10. Email and Voicemail Management
Imagine having someone that would be able to group your email into different categories such as spam, client inquiries, new clients, feedback, training, etc. This would make the task of opening your email so much easier if all you had to deal with is the emails that need your attention. You could also provide your Virtual Assistant with responses to simple inquiries that she could answer on your behalf. Also, your Virtual Assistant could check your voicemail and return phone call on your behalf when you are out of the office.

By partnering with a Virtual Assistant it will provide you, the travel agent, with more opportunities to visit the destinations you are telling your clients about, more time to meet with clients and you can get back to the job of making people’s dreams come true. At that point you will have truly created a thriving business.

About the Author:
Yvonne Weld is owner of ABLE Virtual Assistant Services and the author of several books on creating a thriving business. This series provides the reader with tools and resources for both creating and maintaining a thriving business. For your FREE Preview Manuals and for more information on how you can ensure you have truly created a thriving business, visit the Web site at http://www.yvonneweld.com.

To Niche or Not to Niche

There is so much debate about the subject of niching … I wanted to share an article that my friend Dale wrote that I included in my book because I thought it was so well written. I would love to hear your comments. Do you have a niche? Why or why not? What are your thoughts? Please share.

Itching for a Niche:
Finding the Right One and Finding It Quick
By Dale Noles

In the fast paced business circles on the Internet where entrepreneurial businesses owners pursue the success that they long for, find that a key player to their arsenal of business tools, quite often, is missing. The sheer numbers of entrepreneurial business owners that are marketing their businesses in vain are more prevalent than you may realize. The sad fact is these business owners pump dollar after dollar into their business with little to show for it at the end of the month.

Three Killers

The reason that these unfortunate business owners are coming up empty month after month usually can be attributed to several things. Three of the larger culprits are; inferior product or service, substandard customer service and the most common is lack of an identifiable Niche Market.

While having an inferior product or service can make a business stall faster than a 757 without gas. It does not mean that the business is doomed for failure. How many times have you bought a product or used a service that you thought or even spoke out loud that you would not ever do that again? Yet, occasionally you buy into it again anyway.

Similarly, when was the last time you bought a sandwich from a fast food restaurant (and I use that term ‘restaurant’ loosely) and commented at the rudeness of the cashier? Customer service is sadly lacking in that particular industry but it does not hold exclusivity rights by any stretch of the imagination. This kind of disservice tends to stick in your mind until the hunger pains return, whereby the passion for the anti-service looses the battle to the urge to splurge.

This leaves the third business killer coined “Shotgun Marketing” as the last of the topics to discuss here and the forerunner for issues that can easily be avoided without much pain and suffering. This by no means indicates that a business cannot be successful without a Niche Market. It does mean that a lack of Niche Marketing can hinder and make success somewhat elusive to very passionate business owners with the best intentions. They may have a fabulous product or service and impeccable customer service relations but come up short on connecting with the right crowd. Why is this so and what can be done to rectify the situation?

Target Practice

While the process of actually determining a Niche (Target Market) is a fairly simple and straightforward process, the implementation can be a bit more confusing to engage than one would hope. In VA Training, my coaching business, I have found the easiest way to coach business owners to realizing what Niche Market is best suited for them is by helping them through a series of steps where the end result is a better understanding of themselves and their potential Niche.

The first step in the process is to get an accurate depiction of what product or service you provide. Does this bring you joy? Do you get excited when you tell others what you do? The illustrations below help to show how this process is put into effect. Understanding what it is that brings you the most joy and fulfillment in business will help you work through the next step.

Who Knew You Were a Guru?

Just because you like doing something does not automatically make you masterful at it. The point is to find the common thread between what talents you have and what brings you happiness. Where the two of these overlap you will find your Unique Selling Proposition (USP), that is, what makes you stand out from the crowd. Your USP is what makes your business unique. Your USP is a marketing tool when wielded like the weapon that it can be.

Strong Enough for a Man

Having the wherewithal to realize where the overlap occurs of your best product or service, your love of what you do and knowing the kind of businesses, industries or individuals that would or could use your product or service will begin to clarify the direction you should be focusing on in regards to marketing. Your USP becomes a more valuable asset as you hone in on specifics.

This is where you can begin to formulate your Niche. Simply, they can be described as a Potential Client base. If there is a possibility that a business or individual would fall into that group, then there is a better than good chance that your product or service will have an appeal to them. If a business or individual does not fall within the group of those who would or could use your wares, they would not be considered a potential client. However, that does not mean that they cannot use your product or service, it is just means that it is unlikely.

Scratched that Niche

If you follow the plan close enough you should have effectively identified a Niche. Recapping what I mentioned above, the process is simplistic. The work behind the process can get daunting. Essentially you must get inside the heads of your Potential Clients and Non Potential Clients and think through them. Because this can be a long and sometimes tiresome task, it may take hours, days, weeks, months or even years before some business owners finally figure out whom their business attracts. Research is crucial to shorten the time it can take to get to the point of having and identifiable Niche Market.

The research that should be done to get the best possible idea of your Niche Market is called a Marketing Plan and is part of a larger puzzle called a Business Plan. If you are serious about your business, you should have both. The Marketing Plan is paramount to effectively selling your business to your Niche Market. These documents are not designed to be wall placards, either. Their purpose is to keep your business on track.

But Made for a Woman

In order to maximize your effort in marketing, you have to understand your Niche Market. You have identified the group that could or would use your product or service but now you should pare it down to the groups, companies, industries, individuals that will more than likely clamor after what you do. This group should consist of specificities to the teeth. Why would they buy from you, how would they use it, why is it important to them, what do they read, how do they dress, what is their marital status, what is their gender, are they animal lovers, what vehicle do they typically drive, etc.? I am talking about doing your homework and getting demographics.

The more specifically you can define who is most likely to really need you the better chances you will have of making your business successful right from the start. The reason that most new businesses fail in the first five years can be attributed to lack of funding and poor marketing. Poor marketing is a result of not knowing your Niche Market like you should.

Swoon Them

Every letter that you write, business card you hand out, flyer, brochure, clothes, web site, e-mail or anything that can be thought of, heard, seen, tasted or touched that comes from your business should be done with your Niche Market in mind. Make them aware of just how much you know and care about them. Make their experience of your business a personal and pleasurable experience that is consistent. Eventually, you marketing will begin generate a pulsating, living, experience for your Niche Market. Entice your Niche Market with the love and care that you have for them and you can expect success.

About the Author

Dale Noles, of the Selon Group has a background which includes corporate training, MIS, marketing, branding, advertising and radio media. He has extensive knowledge of all aspects of e-zine construction / distribution, web production, SEO and graphic design. In an effort to assist aspiring Virtual Assistants, Dale developed a unique mentoring program through VATraining.com.