So after Sally’s comment I went and read her post and it was like a light bulb went off. There right in front of me was the reason for my funk. I had met all my goals!! This explains the reason I have been so bored. I am truly the type of person that sets out to “prove” something and that I had!! I had started a Virtual Assistant business, written a book (actually 2) and been recognized by my peers. When I thought about it I realized I had been thinking now what.

So this is the reason I haven’t been able to finish writing a book … I already did that!!

This is the reason I haven’t been able to find excitement in my VA business … it is already a successful business!!

So today when I re-write my goals I am going to think about things I haven’t accomplished yet, things that will make me excited again and then I am going to go after them with gusto. The biggest thing I am going to do though … I am going to remember that goal setting is a continuous thing … we need to read them, review them and revise them as we grow and achieve the goals we set for ourselves!!

Today’s bride is no different than the bride of years past … she is looking to create the perfect fantasy day … the one that makes all their dreams come true. However, the one thing that does set today’s bride apart from the bride of years past is their hectic schedule. We live in a society where many brides are career women, some are already mothers and many lack the time to truly focus on their wedding plans. Many are turning to Wedding Planners and Consultants, but some brides are just looking for a couple of extra hands. This is now possible thanks to the Virtual Assistant.

A Virtual Assistant makes a perfect addition to your bridal “team” and here are just some of the ways that you can put your Virtual Assistant to work for you:

1. Preliminary Research

Have a date in mind or some specific criteria for your day? A Virtual Assistant can make phone calls to churches, wedding locations, reception sites as well as photographers, videographers, caterers, florists and the list goes on. Why waste time to find out that they are unavailable or don’t meet the criteria of what you are looking for? With a Virtual Assistant, you are simply left with a “short list” with which to follow up.

2. Appointment Scheduling

Once your Virtual Assistant has created your “short list”, she/he can also phone and make appointments that meet with your schedule to meet with these professionals.

3. Invitation Creation

Many Virtual Assistants have design experience and can work with you to create customized wedding invitations.

4. Mailing List Creation

Many brides spend endless hours putting together their mailing list including verifying addresses and postal codes. A Virtual Assistant can take care of this for you and put it into a spreadsheet format that makes using it for future applications a breeze.

5. Mailing of Invitations

Once your Virtual Assistant has the database for your mailing list created, she can easily use that database to mail shower and wedding invitations as well as your Stag and Doe, Bachelor and Bachelorette Party announcements.

6. RSVP Follow Up

Even though it is good etiquette to RSVP for showers and weddings, not all people take the time. Your Virtual Assistant can make the phone calls to follow up and finalize the numbers on your behalf.

7. Follow Up with Your Wedding Team for Final Arrangements

Your Virtual Assistant can keep track of the event day and those people involved and follow up to make sure that the final plans are all coordinated.

8. Wedding Program Creation

Not only can your Virtual Assistant create your invitations, but she/he can also create other materials for that day including wedding programs, namecards and seating plans.

9. Wedding Favor Preparations

A Virtual Assistant can suggest ideas for wedding favors and arrange to have them purchased and prepared for your guests or a Virtual Assistant can arrange, on your behalf, for a charitable donation if you choose to forgo wedding favors as many brides are doing these days.

10. Travel Arrangements

A Virtual Assistant can arrange for the travel arrangements and hotel arrangements for out of town guests and even research possible honeymoon destination spots on your behalf and make the necessary arrangements.

11. Thank you Notes

Guests expect to be acknowledged and thanked, however many brides today do not send thank you notes. Your Virtual Assistant, armed with your mailing list and the gifts received by each guest, can personalize thank you notes on your behalf and take care of sending those out.

Remember that you can still have your perfect wedding, but you don’t have to do it all!! With a Virtual Assistant, we take care of the “To Do’s” so all that’s left for you to worry about is the “I Do’s”!!

How many times have you stared at a blank computer screen or a blank piece of paper just waiting for the words to come? One of my favourite tasks to provide for my clients is my writing services, but I am often asked what types of things I would write for my clients. Here are just 10 of the writing services I am asked to provide:

• Business Letters

Are you introducing a new sale or product or looking to let your clients in on an upcoming promotion? A Virtual Assistant can help you to find the right words for the letter and can even take care of distributing it to your clients.

• Web site copy

Web site copy can be a very involved process, especially if you want it to be search engine optimized. Creating impressive and persuasive copy takes more than just telling someone that you have a product or service. You need to answer the question “What’s in it For Me?” and you need to do so in a unique way to set your web site apart from your competition.

• Marketing materials

A Virtual Assistant can assist you in finding the right words to portray your message in all your marketing materials including brochures, information sheets and business cards. A Virtual Assistant can also assist with preparing the copy for your marketing package as well as assembling and mailing these packages to potential clients. Keep in mind that not only can your VA put together the perfect words, but he/she can also format them and add design elements that will make your marketing materials appealing as well.

• Articles

Article marketing is fast becoming a great way to prove to your potential clients that you are an expert and know your stuff. It is also an additional way to market your product or services indirectly through your article by-line. As blogging is becoming more popular, people are often looking for quality content and turn to article sites for their content. There is a potential for a well written article to reach thousands of potential clients. Not only can a Virtual Assistant assist you with writing this article, but they can also handle submitting your article to the article directory sites.

• Press Releases

Another great way to tell others about your product or service or about an upcoming event or promotion is through a press release. Keeping your press release non-adversarial can be difficult, especially when you have a personal stake. Just as with articles, a Virtual Assistant can also assist you with submitting your press release to the necessary submission sites.

• Autoresponder series

Many people are setting up autoresponders as a way for keeping in touch with their existing clients. Especially where a product has been purchased, an autoresponder can send out reminders at suggested intervals. It is great to have a Virtual Assistant not only write the autoresponders for you, but also set them up and maintain them. You can also utilize autoresponders for ecourses as a way of producing a residual income.

• Newsletters

Finding content for your newsletter can be a daunting task and as such, often our promises to send periodic newsletters become overwhelming. A Virtual Assistant can not only assist with writing valuable content on your behalf, but they can also provide the services to produce and maintain your newsletter to ensure that your promises are kept.

• Blog entries

Blogging is fast becoming a great marketing tool for business. However, many business owners are finding it hard to keep up with the demands required to maintain the blog. Just having one or two blog entries per week can mean providing enough content to establish a readership. A virtual assistant can not only write that content on your behalf, but can also prepare the entries and maintain your blog comments.

• Thank you notes

So many of us forget to take the time to say thank you. However, so many of us say that we love to receive a thank you and acknowledgment from others. A Virtual Assistant can handle writing and sending out your thank you notes so that your clients (and friends) can see that you truly do value them.

• Ghostwriting of E-Books, special reports, etc

Creating a residual income can be a great way to grow your business without having to put in more hours in a day. Many of us, as business owners, are sitting on a great deal of knowledge and expertise ~ we can come up with the ideas, but lack the time or skill to convert those ideas, knowledge and expertise into a tangible product. Working with a Virtual Assistant is a great way to do this. Utilizing your ideas, they work with you to put your thoughts into words and create a tangible product for re-sale.

Keep in mind that all Virtual Assistants come with their own skillset and services and not all will provide writing services, however the next time you are staring at that blank screen or paper, remember a Virtual Assistant can assist you to find the “write” words.

As Virtual Assistants and business owners, we often wonder how we can get more clients. For most service based businesses, the way we find the majority of our clients is through word of mouth. We get our clients because satisfied clients are referring us to others that they know. However, this is not the only people that can help to increase your client base through word of mouth. Anyone and everyone could easily promote your business on your behalf.

Take the time to tell everyone about who you are, what you do and who your ideal client is and then give them an incentive for telling someone what you just told them. The best way to do this is to offer them an incentive or a reward.

So I’m putting it out to you now … do you have a referral program you would like to share? What is working for your business and how are you rewarding others, including your clients, for spreading the word?

Well I am just coming back from an awesome weekend at FoVA (Forum on Virtual Assistance). Barb Lang did a fantastic job and I cannot believe that she put this all together on her own … kudos to you Barb.

I thought I would share with you (without giving away the farm, because hey you didn’t pay (wink, wink)) some of the things I took away with me from the weekend.

1. When making a decision for your business, determine the best solution for your business based on one simple thing … would you care if your solution was tomorrow’s headline in your local paper? For example, which headline would hurt your business more … Virtual Assistant screws up, fesses up and loses client anyways - OR - Virtual Assistant screws up, hides error and client leaves after learning of the coverup
2. It is great for increasing your on-line presence and possibly attracting clients for you to answer questions on forums as an “expert”, but not as a sales pitch for your business. The clients will come in any event because you know your stuff and not because you have pushed your services down their throat. This is one of the most effective on-line marketing tools if you take the time to make social networking work for you
3. It is okay to change your niche market as your business changes and evolves. It is also okay to decide that you would like to offer new or different services as you develop more skills. However, make sure that you have the expertise you require to do this first. Nothing can ruin your business faster than offering a service that you know little or nothing about
4. Every person has their own unique personality and once you learn to accept we are all different and embrace these differences, you will be amazed at how far your friendship and business circle can grow. If you want to understand personalities more the book “Emotional Intelligence” by Daniel Goleman was a suggested must read.
5. Without looking to alternative streams of income (passive revenue), every service based business is restricted by the number of hours in a day. The difference comes from taking the time to create an idea from the skills you already possess - there is an endless amount of possibilities for creating passive income that are only limited by your imagination.
6. The only way to make a business work is to be willing to let go when and if you need help. After all as Virtual Assistants aren’t we asking our clients to do the same? What message do we send when we are overworked?
7. Always plan for the future. The most successful businesses have a plan in place to “save” them from every conceivable “disastrous” situation.
8. We must work together to educate the masses about what Virtual Assisting is and must keep in mind that we are a new industry. By working together we can strengthen our industry and add credibility to the words “Virtual Assistant”.
9. There are a ton of technologies out there (more than we ever imagined) that can make our life more simple - you just have to find them and you can do that by asking because as VAs someone is likely to be using a technology you are looking for and will have an opinion on it.
10. We are in an industry where others within our industry are supportive and truly see us as collaborative and not competitive. The next time you have a question, don’t be afraid to ask.

Most importantly, I learned the value in attending a convention and I am already starting to save for next year. I am sure that next year’s conference will be bigger and better than we could ever imagine possible.

Today I am thankful that my colleagues have nominated me for the Janet Jordan Achievement Award. I was notified on Sunday by the IVAD (International Virtual Assistant Day) Committee and was so honored to have been nominated. This international award is given in recognition of a Virtual Assistant that has achieved tremendous success in the Virtual Assistant industry during the first five years of business.

I would also like to say congratulations to all the other nominees as I am aware that the committee will have a tough decision ahead of them. If you would like more information about the Janet Jordan award or about the Online International Virtual Assistants Convention please visit their site.

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!!

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.

In yesterday’s post, I talked about the importance of setting boundaries for your business and stated that the best thing I did for my business was to establish a boundary letter. Here are the top 10 areas to consider when developing your own boundary letter:

1. Hours of Business - Just as any business states what the hours of business are, so too should you establish hours that you will be available to your clients. They should be stated clearly and should never change without written notification. Remember you are your own boss and whichever hours you establish are fine provided your potential clients know from the very beginning.
2. Phone Answering - Let your client’s know how and when they can reach you by telephone. If you do not wish them to have your cellular telephone do not provide it to them, however if the opposite is true let them know that you are available by cellular phone when you are not in the office. Make sure to tell your clients how long they should expect you to take to return their phone call when they leave a message. If you do not have an answering service on your telephone be sure to advise your clients as to how they can reach you
3. Email Availability - Be upfront with your clients as to your email availability. If this is your preferred method of communication be sure that they are aware of this. Let them know how long they should expect an email to be answered. Also, if you have limits on the numbers of emails you want to receive from them in any given day be sure they know this. Also, let your client’s know how often you check your email and when that is.
4. Turnaround Time - Most businesses have a usual amount of time it takes to complete projects or order products for their clients. Be sure that your clients know exactly what this usual turnaround time frame is. Also, if there are any surcharges, be sure that they are aware of how these surcharges work and when they are applicable.
5. Pricing/Invoicing Policies - Be sure that your client is very clear on what your pricing policies are. How do you track your time and calculate their invoice each month and how quickly is this required to be paid? Do you require a deposit? What constitutes an overdue invoice and what are the consequences of an overdue invoice? Be concise yet thorough in your descriptions so that you can avoid problems at a later date.
6. Referral or Other Bonuses - The best way to grow your business is to get your client’s working for you. Do you offer any referral bonuses or customer loyalty programs and how would your client qualify? What expectations do you have of your client or is this an appreciation? Be sure that they know exactly what is expected from being able to work with you.
7. Vacations and Closures - If you close each year at Christmas, be sure that your clients are aware of this up front. For some this might mean the difference between doing business with you or not. If you have a “back up” plan in place for when you are closed let them know about that as well.
8. Subcontractors/Employees - If you are in a service business and you are selling yourself to a potential client even though others will be assisting you with the work, be upfront with your client and let them know how this works in your business. Make them aware of the credentials of each of your staff and why this system is in place. Let them know that you are still involved and how.
9. Tools or Software Utilized - In particular in my business it is very important to let my clients know in advance which software programs I will be utilizing so that we can ensure that we are compatible. For many programs such as Microsoft Word and Excel just knowing the version someone is using is important when saving documents. For other programs (accounting software in particular) it is important that both parties are using the same version to be compatible. If you are aware of a potential problem and how it is solved be sure to include that in your outline.
10. Termination of Relationship - The final thing to include in your boundary letter is a brief description of what would “push” you to terminate the relationship. Let them know what rules when broken would mean you would sever your relationship. Also, let them know how quickly you will utilize this. For example, if one of your areas to terminate is failure to pay an invoice let them know that all work will cease immediately. If, on the other hand, it is for not respecting your boundaries they will be given one warning/reminder after which time a second occurrence will mean 30 days notice for termination.

I am sure that once you begin to establish your boundaries and are clear with your clients, they will learn to respect you more easily. Remember the most important rule of boundary setting is to stick to your boundaries no matter what. This is perhaps the hardest lesson and one we can talk about another time!!

One of the best things I did for my business was to establish boundaries. These are those items that establish the line between personal and business. For many their business is full of gray areas and this often leads to confusion between them and their clients.

In order to establish boundaries, one must first know what is important to them in order to maintain that true balance between work and life that so many of us are trying to achieve. The first step to doing this is to sit down and really figure out what is important to you and to your business. Here are some areas to look at:

• What is office time? What is family time?
• What are you willing to do? What are you not willing to do
• What would your perfect business look like? What would your perfect family life look like? How do they interconnect?
• What rules do you have to keep personal and business separate?

The next step is to sit down with your family and get their opinion. What are their expectations from you as a business person and what are they NOT willing to “sacrifice”?

The final and perhaps hardest task is to respect the boundaries that you set. If you determine that you will work while your children are at school only then ensure that this is when you work and make it very productive time. If you determine that you will not enter your office after business hours do whatever it takes to make that happen.

The best way to do this is with the aid of a boundary letter. This letter outlines for your clients exactly where the boundaries of your business are. I give my “boundary” letter to each and every client right after our initial consultation and/or with my Proposal. The best thing about a boundary letter is that is sets out my clear expectations from the very beginning and lets my clients know what I am and am not willing to do. For some this has meant the difference between working with me or not, but in the long run I have come to realize that if a potential client does not respect my boundaries then they are not the client for me.

Come back tomorrow and I will outline for you the ten areas you should consider when creating your boundary letter. I am sure that once you are clear with not only yourself, but with your family and clients as to what you consider to be the balance you need between work and life, you will be on your way to creating a truly thriving business.