Wishing you a prosperous New Year 2011

As I reflect on the year 2010, I am grateful for the many blessings in my business and in my life.

May 2011 be a prosperous and happy year for all -- clients, peers, friends, family, and those I've yet to encounter. 

Call-Em-All.com

I've recently found and used  a great user-friendly, inexpensive web based tool. It is "Call-em-all.com." What happened the last time you had to quickly contact 50 people with an important message and e-mail was not practical? Your first reaction may be "I've never had to do that."

How about these situations:

• It's 7:30 am Saturday morning and a water main has just broken, flooded the soccer field and it is up to you to notify players and parents that the game has been cancelled.
• You are an apartment complex manager and need to notify renters that electric power will be out tomorrow morning - and half of your tenants do not have Internet access.
• Your kids' elementary school has to notify parents of a campus emergency.
• Your tax preparation business needs to notify clients that now is the time to make appointments.
• Your support group meets twice a month and has much better attendance when members are notified the evening before the next get-together.

Call-em-all's service provides both audio and text phone messages. The user inputs names and numbers one time into their own database on the site, then chooses the names and/or groups to be called. The stored numbers can be accessed as long as you have the service.

Last spring I was tasked with calling members for our support group. Working in my own business I did not have the two hours usually required to make these calls. At about $0.09 per call minute per person, I was able to "call" the whole list in about ten minutes. If a live person does not answer, the system is programmed to leave messages on voice mail.

So, I'd suggest you keep this option in mind for communications challenges.

Endings and Beginnings

Concurrent with the holiday season, December is a time of endings and beginnings for a small business owner. As the holiday activities consume the time of clients, thus decreasing the hours of VA services requested, more time is available to devote to my own business.

On frigid December days, I sip hot tea or chocolate while weeding out hard documents and electronic ones that are at or past keeping as determined by my records retention policies. When I initially began my VA practice I set up a schedule for document retention. This has enabled me to keep file cabinet space and hard drive space freer for what I need now and in the future. It also keeps me out of trouble with the taxing authorities that might want to look further into history than legally necessary.

With fewer interruptions, December is an ideal time to prepare end-of-the-year reports for clients as well as catching up my own bookkeeping in preparation for the appointment with my tax guy in late January. I've also found December to be a good month to review and revise marketing materials such as my blog, brochures, business cards, and stationery. Now, I even have time to strategize on the direction I will take my business next year.

So many thanks for December and the seasonal business slowdown.

On The Road - a Truly Virtual Trip

Working virtually continues to receive lots of press. As a virtual assistant working from home, I enjoy the benefits of choosing my place and schedule. Until this past month, however, I hadn't yet worked any further away that the local coffee shop that is only ten minutes from home.

Let me back up a bit in time. About four months ago, my husband shared that he would like to travel more while we are both still in relatively good health and strength. As I love the work I do and plan on continuing for several years, I pointed out that I still have a business to work in. Dennis asked could I do it really virtually if I had a good laptop computer. Well, yes I could do that.

So, great organizer that I am I began to research laptops, their capabilities, brands, and costs. Fortunately, a fellow BNI'er who is an IT consultant had begun promoting a new product/service. His company, Advanced Health Technologies (AHT), will provide quality computers to a company including 24/7 technical support - hardware, software, and network - for a very reasonable monthly fee on a 3-year contract. This was just what I needed.

I now have a quality 17-inch Lenovo Think Pad, but if it ever becomes a lemon, AHT will replace it at no additional charge. As for the 24/7 support, I have called the technicians twice and had my problem solved almost immediately - once I just needed to hard reboot the computer and once the technician went into my computer via LogMeIn.

Early this past October 18 we set out on an auto trip to Wichita KS, Neodesha KS, San Angelo TX, and Tucson AZ, being gone a total of about 17 days. We checked only into hotels/motels that offered free in-room WiFi internet connections. As the routine worked out, we would start out at about 7 am and travel six to eight hours, check into our hotel about 3:30 pm, and I would immediately connect to the internet. A couple of hours later, I'd have finished most of the work I needed to do for clients, then we would go for a light supper. When necessary, I'd handle something upon our return.

Two days, I made phone calls before breakfast our time to handle an items that needed in-person contact. Not having a printer with me, I was blessed that Staples stores could print files from my computer, and fax and copy items easily and at very reasonable prices. I did purchase  a 2-GB flash drive to expedite future processes.

My clients barely realized that I wasn't in my usual "office." Their needs were handled just as efficiently and quickly as usual while we got to enjoy our vacation tremendously.

Now, I'm pondering "where to next?"

Success at the Village

Covenant Village of Turlock that is - venue for the 5th annual West Side Women in Action's annual Networking Conference and Vendor showcase. This is to followup on my posting of August 18.

This year we were able to award 5 scholarships and had the pleasure of all recipients being able to attend the conference with us. Not only did each woman receive her scholarship, the scholarship package includes free books and admission for the Alliance Small Business Development Center NxLeveL business training program. This is a 12-week program that provides a practical, hands-on approach to developing a business action plan designed to lead to business success. to the  Go to the website http://wwww.wswia.org for a full wrap up of the convention and bios of the winners.

The event was also a networking success as we renewed friendships with other business women from previous years and initiated relationships with others we had not previously met. There I've found several resources for information and services that I have readily available for my VA business. The growing social network venues, e.g., FaceBook, LinkedIn, Twitter, etc. are increasingly playing significant roles in business networking; however, may we never lose the appreciation for in-person networking. As the classic Girl Scout song goes, "Make new friends {social networking}* but keep the old {in-person networking}. One is silver and the other gold."

*my clarifications

This helps my business?

Often people ask me, "what kind of things do you do for your clients?" I'm inclined to rattle off the software that I'm proficient at, the number of years I've been a VA, and various professional achievements. In my practice, it happens to be that much of what I handle are tasks that they don't teach in business school or college. Much of what I do is handle "personal" business that keeps my clients from being able to devote their undistracted attention to the business.

Here's a brief list of "personal" tasks that I've taken off my clients' shoulders just this month:

• Interpreting a second grader's reading levels from three data bases
• Putting holds on library books appropriate to the second grader's level
• Enrolling my client in continuing education courses
• Ordering prescriptions from the client's pharmacy
• E-mailing the client's doctor
• Updating medical records for the client's children
• Rescheduling client appointment with her financial advisor
• Inserting children's school year events into the client's calendar
• Enrolling client's children in swim and gymnastics classes
• Canceling client's eFax account
• Finding refrigerator parts for client
• Check business voice mail
• Confirming trip itineraries
• Updating pet information with the client's vet
• Finding a reliable photo-to-digital service

No, these are not usually listed with business support. However, by taking these from my client's plate, you must agree I've enable lots of time to be devoted to the business and after hours to the family. And I love being able to assist in these ways.

WSWIA

West Side Women in Action

Have you wondered "what can I do to make a difference" in something I really care about? I've had a desire for many years to do things that are beneficial particularly for women. Being in business, it's an added enticement to find something for business women that can use my skills.

Last August I attended a mixer put on by a local group called West Side Women in Action. It involved networking and relaxing hanging out with other business women. I found the women there to be very comfortable, interesting individuals. That was so enjoyable I attended their Annual Conference in October - great speaker, fun and informative breakout sessions - ones that you can really use - also delicious breakfast and lunch.

What is West Side Women in Action? Their mission statement sums it up: West Side Women in Action is a nonprofit organization that aims to inspire, promote and educate local professional women in business, and any woman who wants to develop a business or career. The goal is to help local women of all ages develop business and leadership skills and expand networking opportunities. This is accomplished through: 1) The annual Conference and Vendor Showcase, 2) Scholarships, and 3) Networking mixers.

This is a project I can support and provide administrative help to. When the organization announced that they needed people willing to help put the next year's events together, I decided this was a band wagon I could get on. I am now their secretary.

Our annual conference will be October 1. Check out the web site for details about a great event in which to invest your time and money: www.wswia.org.

Professional Virtual Assistant - and Proud of It!

Have you notices the two AssistU Icons to the right just under my picture?

The second, pumpkin-colored one invites you to check out my Virtual Assistant credentials. (Try it, just click on the icon to go to AssistU to verify that I am an AssistU Virtual Assistant.) In 2003, I graduated from Assist University's (AssistU) Virtual Training Program. When I decided to take my administrative talents to a new level and open my own virtual assistance practice, I investigated how to make the transition happen. I knew how to be an administrative assistant, but I had never had my own business, nor worked virtually.

The best solution I found was through AssistU. They require that a student have a minimum of five years' verifiable administrative support experience. In addition, they require three written references from people who can attest that you have the skills and they are professionally cognizant of them. After those verifications are received, the potential student has a telephone interview with one of their staffing people. Once accepted (they accept only about 25% of the applicants), the student participates in a small class - usually 4 - 10 people - for 16 intensive weeks of study. That study involves a 2-hour teleconference once a week and "field" projects that usually involved me in 2 hours a day of research and preparation. The course covered business set-up, legalities, finances, internet skills, client relation skills, a business plan, marketing, and much more. For me the most valuable learning was the marketing. We admin types know how to support others but "blowing our own horn" is not in our DNA. We have to learn and develop it. Having passed a grueling 2-day final exam, I was ecstatic. I was with pride in accomplishment and confident in my abilities to be a Virtual Assistant

The icon directly below my picture is especially dear to me. During the AssistU training, each student is paired up with a buddy - an experienced VA - who is a cheerleader/confidant/friend to ease the rigors of the training period. When I was a student, my buddy Sharon Broughton, really boosted my confidence that I could succeed in the course and in my own business. So over the years I have volunteered to be a buddy to several students. Each year AssistU presents Community Recognition Awards to VA’s who have been nominated then voted on by their peers for exemplary service to the AssistU Community. This year one of my buddies nominated me for the “buddy” award. I probably won’t get the CRA, but I am overjoyed that my buddy appreciates me.

In the Good Ol' Summertime

Can it be true that today is July 20 already? Summer is such a mixture of productivity and slothfulness.

On the one hand, the triple digit temps of California's central valley lull me into just laying around and conserving my energy. At the other extreme, I'm energized. Rising while it is still dark, I am out in the yard, planting, weeding, and trimming at first light before the heat strikes.

My business gets the same attention. At times, I do a few tasks then knock off early. Other times, I am working on big projects and learning new skills such as Shopping Cart and e-Mail campaigns. Also, I have acquired a lap top computer and I am transitioning tasks and files so that we can travel more -- and I can really work "virtually."

I have come to the conclusion that I like summer a lot both in my personal and in my business lives.

Getting Personalized

I've had some really pretty graphics for my stationery, web site, business cards, brochures, etc. However, nothing really has seemed personal. Until now, that is. This weekend I came up with a unique "Speer" icon and I think a unique way to emphasize correctly spelling "Speer." Tell me what you think.

Old Dogs Love New Tricks

Having adjusted quite well to a half-time practice, I was unprepared for the possibility of learning a really new skill, e.g., 1ShoppingCart. Recently, I was contacted by a fellow businesswoman who would like to work with me as her VA. She is currently using 1ShoppingCart for her on-line sales and autoresponders - those regular messages that say "Thank you for purchasing my book," or "visit my webpage to sign up for my newsletter" and the like.

This potential client gave me the option to download her client list and use whatever software I thought best. However, after determining her e-marketing needs and discussing them with other VA's I came to the conclusion that 1ShoppingCart is the most efficient vehicle for marketing her business.

For the past two weeks I have been immersed in tutorials to learn the 1ShoppingCart system. Yes, it is intense, but I am finding that I love being back in the learning process. Now I’m ready to assist a new client with her 1ShoppingCart marketing as well as future clients who use this marketing system.

For now, it’s back to the studies.

Gotta’ Have It

Must Have Software for the Home Office

Name two pressing questions that small-business owners need to answer.
• How do I keep track of billable time spent for clients?
• How do I send critical 1M or larger files that my Internet Service Provider (ISP) can’t/won’t handle?

I’ve solved these needs with two downloadable software programs, Officetime and SendThisFile. Both are moderately priced:

Officetime costing $47 – a one-time fee
SendThisFile – a free version with advertisements or an upgraded no-advertisement version sending up to 5 files at a time costing me $4.95 per month.

I’ve used Officetime for 7 years and value it highly. It is a very intuitive time tracking software. It tracks time by project and category with notes available for each session. It can also track expenses. At the end of my billing period, I can with a few key strokes generate invoices. Additionally, Officetime easily generates reports that I can use or can send to clients who need to track expenses for their clients. Also, Officetime has both PC and Mac versions, a very unique feature for time-tracking software. You can find this software at http://www.officetime.net.

How often have you tried to e-mail an important file only to have your ISP refuse it or your e-mail program freeze? SendThisFile solves this problem. In three easy steps I can send my files to any e-mail address (the recipient actually gets an e-mail notification and a link to the website to download the file).

1. Enter the recipient’s address.
2. Select the file from your computer.
3. Click the Send-This-File button.

I started with the free version that sent any size file very efficiently. Sending lots of files regularly, I upgraded to the starter plan that allows me to send up to 5 files at a time (which sped up the process, nearly cutting the time in half). The only drawback to the starter plan (also true of the free plan) is that it only allows me 1 recipient per send. The only drawback to the starter plan (also true of the free plan) is that it only allows me 1 recipient per send. The enterprise plan allows one to send to multiple recipients at a time but costs $69.95 per month – right now my business is too small for that and I seldom have the need to send to more than one recipient at a time. You can find this software at http://www.sendthisfile.com.

So if you need solutions to the opening questions, I’d highly recommend both OfficeTime and SendThisFile.

Does "Free" Software Mean Winning the Software Lottery

So you’ve just won the lottery. You could easily spend it all on software to improve your business operations and accuracy by purchasing a shopping cart full of wonderful software. New applications are put on the market every day. On the other hand, you could download a myriad of “free” software and spend the lottery money on yourself. OR – you can take an intelligent approach to upgrading your computer’s ability to improve your operations.

As we all know, Microsoft, Adobe, Sun, and many others have experienced experts developing excellent software to enable our computers to do wonderful things for us. We also know that the price tags on these can be really daunting for the entrepreneur/small business owner. As for “free” software, we’ve all learned there are questions too. Namely:

1. Is it really free? Will charges incur after one week or one month?
• Downloading software can be a very efficient way to acquire software.
• Really free software will not incur a fee. Be sure you know before downloading.
• Free downloads with a one-week, 14-day, or 30-day trial can be a great way to find out if a product really works for you.

2. Can free software really do the job? Is it so elementary that it is frustrating?
• Some downloads are great (See Item 4, bullets 2 & 3)
• Many free downloads are so elementary that they impede your efficiency. Before acquiring free software, ask yourself if your existing software programs might already perform the functions you need with just a little bit of training. Like, who can possibly know all of Excel’s functions unless you’re a certified expert?

3. Will it integrate with other software I use?
Also, if you can use existing programs such as the MS, Corel, or Adobe suites, they readily interact with one another.

4. Why is it free?
• To gain access to your computer, e.g., hackers. So know your source, ask folks, and read before, downloading.
• To get you to use their products, such as Avery’s Wizard which efficiently enables one to use its forms and labels.
• To introduce you to their products or on-line services. Limited free versions, such as Adobe Reader, makes one aware of the full .pdf applications that can improve your business communications.

In my next posting, I’ll list a couple of free applications that I find very valuable to my operations.

“Dummies” – It’s the Smart Thing to Do

IT departments are great, but if you need help now, or you are a solopreneur*, there are other readily available options. One of my favorite options is the Dummies series.

If I had a quarter for every person who has ever laughed at my collection of for Dummies reference books for computers and software programs, I’d be able to treat myself to a Starbuck’s Carmel Macchiato every workday of the year. On the other hand, if I had $5 for every scoffer who has sought out my help on how to do a program task, I could buy a Starbuck’s franchise.

Since 1990, the for Dummies series has been coming to our rescue. Like many of you, I have had numerous hands-on classes instructing me on powerful, even user-friendly, software programs that have saved me lots of time and made me very efficient in carrying out tasks on my computers. The vast power and capabilities of the software programs today dictate, for me, a reference tool that I can hold in my hands. Although the instructors and the class manuals are usually very good, there is so much that the programs can do that I could spend all of working hours taking classes and never get any tasks accomplished. Multiply the number of programs I use – conservatively, let’s say six – times that proposition, and the concept is staggering. So I find that I need books available whenever I sit at my computer.

The contrarians will protest that every program has a “help” menu available, but I doubt that I am the only user who can seldom find the answers I need. And if I do find them, I have to print them because I get frustrated switching continually from the help screen to the program screen and back.

Why do I choose for Dummies books? Dummies are written for the everyday software program users, not for the programmers or software engineers. They are written in common English terms (Spanish versions are also available). They are true reference books. They are not to be read from cover to cover.

Rather, each book has a table of contents are in clear outline format and a comprehensive index that, within a couple of tries, directs me to the solution or information I need today. The explanations and directions are in step-by-step format. In the overwhelming number of times I’ve resorted to Dummies help, the solutions have been easy and correct. Being a kinetic and visual learner, I appreciate the detailed and accurate screen shots and graphics. The icons – tips, remember, technical stuff, and warning – from book to book. I navigate through the material quickly and don’t have to relearn the navigation with each volume. Another of my favorite features is the wide margin of every page where, at my kinetic best, I can add notes and graphics of my own. Additionally, Dummies are reasonably priced technical reference books.

Before you get the idea that IDG Books has me on its payroll, I’ll also recommend the At-A-Glance series that does an especially good job with Microsoft applications. The volumes have most of the same positive features as the Dummies series. AAS’s are glossier and more formal in appearance, but equally high caliber in their ability to inform and empower the average user whose computer is “merely” a fabulous tool to get the job done.

In summary, be aware that there is good, user-friendly, affordable, readily available to us when we need assistance using computer software. Be proud – and smart – to be a Dummy.

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*solopreneur -A solopreneur is an entrepreneur who is their "own boss" - no other employees but you in your small business.

Opportunity to Share

I've been thinking "how can I relate to business associates, e.g., get to know them and they me, and even me me?" So today I'm creating this blog to:

• Find out more about you
• Offer my bits of knowledge on how to make this business owner thing easier
     (I should have been a teacher as I love people discovering how to do new things)
• Defining where I'm going in business now
      (I'm loving it, so what's ahead)

If you have a question on how to make a task more efficient and accurate, ask.