Next week I am going to be enjoying a well needed rest, but I find myself fighting procrastination daily as I get closer and closer to my vacation. This made me stop and think about why it is that we procrastinate. This week I am going to tell you the ten reasons I believe people procrastinate and as we move forward I will try to give you tips and suggestions for combating this procrastination so that you don’t fall victim to these traps.

1. Dislike the task at hand and find no joy in completing the task. When we are faced with completing a task that we deem boring or unpleasant, we are likely to find excuses to put the work off.
2. The task is too large and seems overwhelming. Sometimes when we are looking at the big picture a task can seem so overwhelming that we just don’t know where to start.
3. Overstressed and overworked. When we are tired and fatigued we lack the desire and commitment to get the job done
4. We are unsure of how to complete the task. When we lack the skills required to complete the task, it will be hard to put forth the effort needed to complete the task
5. Distractions, distractions, distractions … need I say more
6. Lack of personal consequence. Although each task has a consequence if not completed, if the consequence will have no reflection on us we are less likely to complete that task.
7. No definitive deadline. If there is not a deadline set, it is easy to put the task off until a later date or time
8. Forgetfulness. I am a huge advocate for lists, but if you don’t write it down, sometimes it is easy to forget a task, especially if it is a task that we would normally procrastinate anyways.
9. Fear of an outcome. If you are afraid of how the result that could be found upon completion of the task, you are likely to procrastinate. Even if the possibility is a great outcome, often we fear success as much as we do failure.
10. The thrill of leaving something to the last minute. Many people actually believe they work better under pressure!!

Keep in mind that perhaps some of these can fall into one category and the reason many fall victim to procrastination is the belief “I just plain don’t want to and could care less if the task is ever done.” Whatever you do to combat your procrastination, the first key is to identify the reason why you are procrastinating in the first place.

As I stated earlier, I am going to take the next few weeks (at different times) to talk further about procrastination and how to combat it!!

I have learned a lot of lessons in the almost two years that I have been running my business and perhaps the biggest is that it is so, so important to only work with our ideal clients. Keeping in mind that one person’s unideal client is another’s ideal client means that there should be enough ideal clients out there for each of us. Finding them will be the key. I am very, very thankful for the ideal clients that I have been working with each and every day. (That’s not to say that I haven’t worked with some unideal clients along the way).

Perhaps the most important thing we forget to look at when we describe the behavioral characteristics of our ideal client is how they treat us. We tend to overlook a lot of a person’s flaws when they are going out of their way to be kind to us, but when the opposite is true, their flaws seem to become very hard to miss. Some of the biggest factors that make an ideal client ideal are:

- they pay on time
- they compliment us
- they treat us as an equal
- they appreciate us

When our client’s go out of their way to treat us well, we are likely to work with them even if they don’t fit our “ideal” 100%. However, if the opposite is true and they are not treating us as well, every minute we spend working with them will be less than pleasant.

Make sure that when describing your ideal client, the very first thing that you use to describe them is this sentence … “My ideal client appreciates me for who I am, what I do for them and how I do it. This is reflected in the facts that they pay me on time, respect my boundaries and never forget to tell others about me!”

So thank you to all my clients for allowing me to say that about each and every one of you!!

When you market to a client, it is imperative that you answer the question “What’s in it for me?” (WIIFM) because, let’s face it, we are in a society where we have been conditioned to take care of Number 1 first (and why not … we all deserve that!!). If you want your potential client to take a serious look at the service or product you are offering, they need to know that they are going to get some value from purchasing from you. Even more importantly they need to be reminded constantly of the value they are continuing to receive.

Marketing Materials
The very first place that your client will be looking to answer WIIFM, even before they agree to do business with you, is within your marketing materials. If the front page of your website does not speak to their pain or entice them to look further, you have lost your opportunity. If your business card doesn’t quickly explain to a client what you do and why they need you, you have lost your opportunity. If your 30-second infomercial, doesn’t tell that potential client why they can’t live without you, you have lost your opportunity.

Give your potential client a reason to keep looking and to keep listening. Speak to their pain and answer how you can ease that pain. Tired of suffering from backaches? You need a chiropractor. Struggling with paperwork? You need a Virtual Assistant. Don’t know a debit from a credit? You need a bookkeeper. Make sure all your marketing materials and your infomercial answer your client’s questions and entice them to want to hear and/or read more. Keep them excited and interested in what you are going to offer them to make their life easier.

Making the Sale
So you’ve gotten the potential client to hear how you can make their life easier and they are interested in what your product or service has to offer them. Now what? Now it is time to close the sale and “seal the deal” as they say. When you are “closing the sale”, make sure that you ask probing questions that you know your product or service can solve. Be ready and know ahead of time what the usual objections are to your product or service and then answer the questions before they are asked. Give the client every reason to know that they cannot live without your product or service because life with your product or service is going to be so much better. Paint them a picture of how life will be once they make that purchase.

Service and/or Product’s Value
So the client has agreed to make the purchase … now is the time to make sure that your product or service delivers. Make sure that you deliver on every promise you have made. This is the best way to get your clients talking about you and referring others to your product or service. A client is more likely to talk to others about a product or service that has made their lives better, easier or more exciting. If your product or service excites, eases or enhances, then you are sure to get your clients talking.

When you answer your client’s question “What’s in it for me” they will be sure to spread that word when they hear of other’s with that same question. If you take it one step further by following up and thanking that client for their business you will truly create a thriving business and even more importantly a base for referrals!!

Sometimes the “cheesiest” ideas are the ones that stick so here are some great gimmicks to use as you market your VA business:

1. Prop: A Candy Watch
   Saying: “Partner with a Virtual Assistant to save you time”
2. Prop: Chocolate Coins or Play Money
   Saying: “Partner with a Virtual Assistant to save you money”
3. Prop: Coffee sample
   Saying: “A Virtual Assistant can do anything an in-house assistant can do except make your morning coffee
4. Prop: Ice Cream Certificates
   Saying: “Treat yourself to some extra time by partnering with a Virtual Assistant
5. Prop: Eraser
   Saying: “Erase your administrative nightmares by partnering with a Virtual Assistant
6. Prop: Aspirins
   Saying: “A Virtual Assistant can take care of all your administrative headaches
7. Prop: Coins
   Saying: “A Virtual Assistant can make “cents/sense” of your administrative tasks
8. Prop: Pair of Socks
   Saying: “Partner with “XYZ Virtual Assistant Company” and we will knock your socks off
9. Prop: Tea Bag
   Saying: Put your feet up and enjoy a cup of tea while we take care of your administrative troubles
10. Prop: A timer
    Saying: Gain more time by partnering with a Virtual Assistant

Just think back to the commercials that were your favourite or the ones that stick out in your mind, most likely they stick out because they were different. The same is true for your marketing plans … make them different and make people remember who you are!!

Every day we spend so much time building and maintaining our business and maintaining a balance at home that we spend very little time on ourselves. I believe that one of the best ways to relieve your stress is to take time for yourself. Find that one thing that you consider a “treat” for yourself and reward yourself each and every day. No matter whether you feel you have had a great day or a “not-so-great” day, reward yourself nonetheless. For me, it is a warm bubble bath every night and time to read a book. I allow myself a half hour each night to soak in a warm tub and read. It might take me weeks to read a book, but I look forward each day to that time. It gives me something to look forward to each day and motivates me through the tough times!!

Some ideas of ways to treat yourself are:

- massage
- time for a hobby or interest
- time to watch TV
- a walk or run
- exercise
- writing

I could go on and on, but the underlying trick is to find that one thing that is going to make you feel great and rejuvenate you to make it through the day!!

As a virtual assistant I spend so much time trying to explain to others the value in working with a Virtual Assistant. I recently read a blog that explained the values really well and wanted to share it with you.

Editor’s note: This is a guest post from Allena Tapia of freelancewrite.about.com.

My writing business is moving into young adulthood, and instead of wondering where my next project is going to come from, I’m looking for more money, more projects and more clients. The only catch is, I don’t want to work any more hours.

Ahh, there’s the rub.

The “secret” here is not so secret at all. Of the 28 hours I spend behind the desk, only approximately 14 are billable hours. That’s a dismal 50% billable rate. I simply must increase my billable hours to 75% of my total time, which will increase my income by 25%, with no time adjustment on my part. How?

By hiring and training a virtual assistant.

Fully one half of my hours are spent on administrative tasks like seeking clients, pitching clients, producing Letters of Agreement or contracts, maintaining websites and blogs, invoicing, answering questions and updating spreadsheets. Look at that list again. Every single one of these chores could be farmed out to someone else.

There are a lot of hang ups when it comes to hiring virtual help. As a freelance writer, I understand that. But each of these issues can be solved.

1. Can’t afford it you say? Let’s look at it this way: if you bill at $70/hour and pay a virtual assistant $30-40/an hour, by regaining those billable hours, you’re netting $20-40 more per hour.

2. How can I be sure I’m getting quality help? Well, how do you help your clients to feel comfortable hiring you sight unseen? You probably provide a portfolio of work, with client references and a track record showing at least a couple years of service. Look for the same thing.

3. I want to pay a fair price. Virtual Assistants (VAs) work on much the same system as freelance writers. You won’t be the only client, and you’ve got to accept that. I’ve estimated a rate of $30 per hour to hire a VA. You’ll want to do your own research. Consider what administrative assistants make in your area, and take into account your own billing structure when setting your pay rate. Be open to what the VA suggests, or visit the International Virtual Assistants Association.

4. What about training? This question goes deeper than what’s on the surface. Another way to increase your productivity and your billable hours is to automate your processes. For example, once you’ve found a system that works for you in procuring new projects, or in invoicing and billing, document the details in what will become your business manual. This manual will then become your training manual.

5. I can’t deal with the down time. Down time should be built into your schedule. Successful businesses need a time to relax and recharge after completing big projects- think of the day after taxes are due at a CPA firm, or the day after Christmas in the retail industry. You and your team need to push and give to meet deadlines and bang out quality projects, but you also need to regroup after success. This downtime is the perfect opportunity to bring on your VA. Suspend new projects, and dedicate your time to high quality training, keeping yourself available for questions and doling out your VA’s responsibilities in manageable increments.

Investing in a new addition to your team won’t be easy. Syncing your schedules, dealing with miscommunications and ironing out expectations are all challenges that you will meet together. But doing so will take a load off your shoulders, increase production, and boost your bottom line.

“Coming together is a beginning; keeping together is progress; working together is success.” - Henry Ford

Allena Tapia is a freelance writer and editor. She helps new freelancers get started in the business at freelancewrite.about.com.

I seem to find myself at the end of the day thinking that I have had such a productive day and then realizing that I have wasted so much time. I was speaking with my friend Sally and we were both commenting that we would really like to know what it is that we are wasting our time on. In my research I found this great site The Top 10 Time Wasters and wanted to share Wendy’s thoughts with you.

The Top 10 Time Wasters

There are many time wasters that will really eat into your time if you allow them to. To free up your time you need to identify those time wasters, decide what you want to do about them and then take action. I’ve identified what I’ve seen to be the 10 most common time wasters. Just consider in what way these are relevant to you, rather than just assume they’re not. This will open you up to seeing how you can make improvements in the use of your time. For each item, I suggest you ask yourself the question, “In what way does this waste my time?” For now, just see it as it is. Later on, you can identify any action you’re going to take.

1. Not enough time-off or time for yourself.
You need to step back, evaluate and re-energise yourself in order to be effective. Many people ‘try’ to do more and more thinking they’re using their time better. But in actual fact, this can often result in being less productive and not working on what’s most important. You waste time when you keep doing, doing, doing, without enough time for just being and listening to your inner wisdom. Without enough time-off or time for yourself, your health may suffer and eventually you’ll reach a crisis point where you’re forced to take even more time off.

2. Lack of planning, prioritising and focus.
Without these, you’ll find yourself drifting and working in a scattered and disjointed way, and not spending time on what’s most important to you. You’ll end up working on activities that aren’t moving you towards your vision and if this is so, it’s not an effective way to spend your time. You’ll feel directionless and your productivity will drop. When you’re not fully focused in the moment, you inhibit the momentum required to be effective and to get things done faster and more easily.

3. Procrastination.
Putting things off wastes not only your time but also your energy and thoughts. When you procrastinate, much time is spent thinking and worrying about the things you need to do. You give yourself a hard time for not doing them and therefore you’re unable to spend your time effectively, especially when crunch time arrives and what you’ve been procrastinating over finally has to be done. If you see yourself as someone who procrastinates, you’ll remain in that endless cycle.

4. Interruptions.
This may be the telephone, people dropping into your office, unanticipated events or visitors, anything that stops what you’re doing. Interruptions prevent you from being focused; they pull you away from important things at that moment. Time is wasted when you allow different areas of your life to overlap into each other. Focus and time are lost when you allow your work and personal life to interrupt each other. The same goes for the different things you’re working on. Keep them separate and don’t allow them to interfere with each other. Focus on each specific thing at a time.

5. Lack of delegation.
It’s a real waste of your time to think you need to do everything and no one ever does it as good as you. You’ll end up doing too much and having insufficient time to focus only on what you’re really good at, your gifts, strengths and ability. You miss out on leveraging your time by not allowing other people to carry out your basic and routine tasks.

6. Meetings.
Meetings can be a time waster if there isn’t a specific reason, agenda and timeframe for holding them. It’s too easy to fall into the habit of holding meetings without realising that some of that time could be spent more effectively. A small amount of time clarifying the need and reason for the meeting could save a lot of time in the long run.

7. Crisis management, fire fighting.
When you’re running around like a headless chicken, too much time is wasted through a lack of effectiveness. You’re not focused and working on what’s important. There are too many urgent items getting in the way. Because you’re in such a hurry, things are not done well and often come back to bite you, wasting more time when you need to redo it.

8. Telephone, email and Internet.
These can also be interruptions and as with meetings, it’s easy to spend quite a bit of time on the telephone or internet without any real reason or intention. Time is wasted when you don’t make the best use of the time, when you’re unclear about what you want to get out of what you’re doing and when you stray off the point and drift. It’s so easy to justify to yourself that you’re working hard when in fact what you’re doing may serve no useful or effective purpose at all. It may be just a distraction.

9. Not saying ‘No’.
Taking on too much puts pressure on you and prevents you from working at your best. Not working at your best and most effective means everything takes longer and more of your time is stolen from you. You don’t value your time and you don’t decide how you want to spend it and therefore, you allow others to make that choice for you. You’re not going to spend your time effectively if you allow others to ask too much of you.

10. Lack of organisation and untidiness.
Clutter zaps your energy and not only leaves you less able to work effectively, but wastes time as you try to sort through it. You may find yourself looking through the same clutter time and again. Clutter can be a distraction for you and anything that distracts doesn’t allow for effective use of your time. When you lack organisation, much time can be spent doing the same thing repeatedly or because there aren’t the necessary systems or processes in place. Not simplifying robs you of your time.

Now you have more clarity about the time wasters in your life, you are free to make a choice about what, if anything, you want to do about them. Action is required for things to change if you want to eliminate the time wasters you’ve identified today. I say today because this is a process and I encourage you to continue with the process to see if there are any more or new time wasters. To be truly effective in the use of your time you need to introduce a continual process of improvement. Take a look at how your time is wasted, pick one specific thing and then define the specific action you’re going to take today to plug the hole in your wasted time.

So … now that I have found this article I am being a lot more conscientious of where I am wasting my time and trying hard to be more productive.

An Inspirational Poem
Be Thankful
By Author Unknown

Be thankful that you don’t already have everything you desire.
If you did, what would there be to look forward to?
Be thankful when you don’t know something,
for it gives you the opportunity to learn.

Be thankful for the difficult times.
During those times you grow.
Be thankful for your limitations,
because they give you opportunities for improvement.
Be thankful for each new challenge,
because it will build your strength and character.

Be thankful for your mistakes. They will teach you valuable lessons.
Be thankful when you’re tired and weary,
because it means you’ve made a difference.

It’s easy to be thankful for the good things.
A life of rich fulfillment comes to those who
are also thankful for the setbacks.
Gratitude can turn a negative into a positive.
Find a way to be thankful for your troubles,
and they can become your blessings.

So you are in a room with lots of people. You’ve “eyed” your ideal client, walked up to them and engaged in a conversation, only to discover that you were totally wrong about this person. You walk up to person after person at the event to realize that you are totally wasting your time. Your ideal client is no where to be found in this room of people. You have now learned the third important step to finding your ideal client … know where you can find them.

When we are on our search for our ideal client, we often forget that before we can find our ideal client we need to know where they are likely to be found. Look for associations, trade shows, conventions, networking events, on-line forums and other common areas that your ideal client is likely to “hang out” and start frequenting those areas.

Make yourself visible as this is key. Here are some tips to doing just that, based on some of the places that you are likely to find your ideal client:

Associations
First and foremost, join an association if they allow for associate members. Secondly, volunteer within your ideal client’s association; sit on the Board of Directors, assist with an upcoming event, or help out in any way that will make you more visual. Having a role where your ideal client can see you, especially where you are utilizing those skills that will be important in your partnership with your ideal client, is key.

Trade Shows
Attend the trade shows of your ideal client. You don’t have to necessarily carry on a conversation right then and there, as many times they are very busy, but as a resource to gather information. Ask those probing questions when you find someone that is not busy and willing to talk. This can be a great opportunity to get a number of your ideal clients in one room – where else will someone hand you that much information.

Conventions
Why not sponsor a convention for your ideal client? Perhaps they will have the opportunity to have a display table for your product or service. Attend the seminars to gather more information so that you can better know your client. Start talking with these clients and let them know you are here.

Networking Events
There are so many opportunities for networking out there, but finding the right one can be hard. Attend several networking events until you find the one that more people within your “ideal” client profile are found. If there is a networking event that is geared solely towards your ideal client you have it made!!

Online Forums
Many people make the mistake of joining an online forum and selling themselves. This is a turn off to most potential clients. The better alternative is to start answering their questions and setting yourself up as an “expert”. Many fear that by spreading your knowledge, you are giving away your “trade secrets” when in fact the opposite is true … if you give them just enough, they will be left wanting more.

So, go where your clients go. It is not as simple as knowing where you are going to find your ideal client and then just going there; remember to become visible to them. Once you have become visible to them, you can start asking those probing questions and finding your ideal client!!

I have been having such a great time with my blog that I wanted to share this article I found on the Top 10 blog writing tips. I hope that it helps you as well:

Most of the “rules” about writing for ezines and newsletters apply to writing posts for your blog, but there are some important differences. Keep these 10 tips in mind and you’ll be publishing great blog content that attracts prospects and clients in your niche market.

1. Write with the reader in mind. Remember WIIFM? It’s marketing jargon for What’s In It For Me? That’s what you should be keeping in mind. Your reader will read your post looking for what’s in it for them.

2. Make it valuable and worthwhile. Don’t waste people’s time. If you don’t have anything to say, no problem, plenty other people do. So share their articles, do an interview, review a book.

3. Proof-read for typos and glaring grammatical errors. You wouldn’t go out of the house with dirty hair or missing a sock, so why would you publish spelling mistakes? Respect your readers by polishing up your stuff.

4. Keep it short and simple, sweetie. (KISS). Most people are scanners. You may have a lot to say and think it interesting, and it may be. But people are reading online and out of time. Get to the point quickly. Publishing short posts more frequently is a better format than publishing lengthy articles every few weeks.

5. Keep it lively, make it snappy and snazzy. Even if you aren’t a natural born writer, you can write for your blog. Just write like you’re speaking to your friend…or to yourself! Remember though, get to the point quickly. Keep in mind the journalist’s rule of 5 W’s in the first paragraph: who, what, why, when and where.

6. Link often. This builds credibility and positions you as an expert in your field. People don’t have time to know what others are doing, you should tell them. Linking to other blogs and websites also helps you build a network of associates who will in turn link to your blog.

7. Use keywords often. This will help you stay on purpose, and the search engines will love your blog. Your rankings will go up. This is one of the reasons we have you write out your purpose statements before beginning your blog. The clearer you are about your purpose, the more consistently you will deliver messages that are on target. And the more often your keywords show up, the better your search engine results.

8. Write clearly (short sentences, only one concept per sentence). No double speak or jargon; no more than one idea in one sentence- don’t make your readers have to think about your meaning. Spoon feed them. Use commas and dashes liberally.

9. Write like you talk. It’s okay to use common expressions from speech.

Examples:

Go figure.

Don’t even go there…

Now, I ask you…

Gotta love it…

(And, remember the age group of your readers…)

10. Use a clear headline, and don’t be afraid to make bold statements (but don’t mislead people either). Make it snazzy and use key words. Example: Ex-Techno-Weenie Masters HTML Code

BONUS: After you write a post and BEFORE you hit the save button

Use this checklist to ask yourself a few questions as you are reading through for typos and grammar:

__ Is the topic clear to someone who only reads the headline?

__Does the lead paragraph tell who and what the story is about and why the reader should care about it?

__ Is the angle you’ve used likely to seem newsworthy?

__Would someone who knows absolutely nothing about this topic understand this post?

__ Is the post free of jargon?

__ Is it written in journalistic style and does it make an effort to be objective?

__ Have you peppered the headline and the post with keywords and phrases that will be attractive to search engines?

__ Did you remember to ask your readers a question at the end, or something to stimulate readers to comment?

__ Did you remember to write with the reader in mind, always keeping in mind WIIFT? (What’s in It for Them?)

Patsi Krakoff of Customized Newsletter Services, and Denise Wakeman of Next Level Partnership, have teamed up to create blogging classes and marketing services for independent professionals. You can read and subscribe to their blogs at http://www.coachezines.com, http://www.bizbooknuggets.com and http://www.biztipsblog.com