Canadian Small Business Women

Connection, Synergy, Community

We All Need a Cheering Section

Give me a “T”, give me an “E”, give me an “A”, give me an “M” … you get the message, you and your virtual assistant are a TEAM!  And teams work together, support each other, and grow together. That’s what this blog is about – growing together.

I talked about hiring the skillset you need. It is really important that you hire someone who has the knowledge and skills to support you. I’m going to be a bit contradictory here and say that it is also important that you allow for growth and learning.

Let’s face it, we don’t all know everything and especially with technology, change is constant. So as much as you want to be structured and have someone with the knowledge of your current systems, you also want to be open to having someone learn. Learning makes us better, makes us smarter, keeps us enticed and energized.

Growth is a huge part of our success. Just as you are learning new ways to manage your business, your VA is learning new ways to support that. What is so important in any team and growth opportunity is being patient, being open to new ideas, and sharing thoughts and opinions.

I had an experience recently that frustrated me. I had a prospective client who I shared an image with – a stock photo for an event she was planning. It was very different than what she was looking for. The image caught my attention because it reflected to me what would draw me to her event as an attendee. She was so offended by the image and that I would suggest it to her. I had no intention of offending this person, her brand, or her image. I apologized and explained why I shared it as an idea. I just wanted to share a different viewpoint. She could not see that and was very upset with me. Needless to say, we are not a good fit to work together.

For me, it’s truly important that both the client and the VA can share openly and continue to learn. In the situation above, having learned that this client did not want to go in that direction, I would have never shared such an image again. That, to me, is part of growing together. Experiencing and sharing different viewpoints and different avenues so that we either narrow down the business strategy or we expand the business strategy – either is okay.

Grow together as a team and be cheerleaders for each other! Because who doesn’t like a cheering section!

 

 

Marianne D’Alessandro is a virtual assistant and owner of TimeFlies-Admin Services. With over 30+ years as an executive assistant, Marianne works in partnership with her clients. She offers consulting for entrepreneurs looking to hire the right virtual assistant as well as productivity and time-saving workshops. Sign up for monthly Tips & App Features.

www.timeflies-adminservices.ca

www.facebook.com/TimeFliesAdminServices/

www.instagram.com/timeflies_adminservices/

 

 

 

 

 

Let the Fun Begin

“Alone we can do so little, together we can do so much.” –Helen Keller

Let’s face it, when you work alone you have control over every little bitty piece of your information. Now that you’ve hired a virtual assistant (or other support), you have to let go of some of that information. I know it’s hard. It can be really, really, really hard. It’s understandable.

You need to build the trust first. Then it becomes easier. The best advice I can give in this area is to start with one or two small projects that you can give to someone else. Sounds easy, right?

Here are some tips that may help:

  1. Passwords – If you can set up separate login account and passwords for your support person, then do it.  If you can’t, use a password manager such as LastPass.  This way you can easily share or revoke access.
  2. Your Brand – Be ready to share your brand: your logos, your colour palates, your likes/dislikes. Make sure your new “partner” knows how you like to be represented.
  3. Cloud Storage – Share documents via cloud storage rather than email back and forth.  You’ll save yourself lots of emails and time and always have the most recent information at hand. If you’re concerned about access, copy your files into a shared folder on a cloud so that you keep the original files prior to sharing. This way should anything be changed that you don’t like, you have an original back up.
  4. Communicate – Give your VA the time they deserve!  Have regular calls where you can discuss the tasks and give them opportunity to ask for clarification.
  5. Be patient – We all need to learn and we all need time to learn.

I have to say that the best support I have given are with the clients that give me their gift of time. You can’t hire someone and then decide you don’t have time for them. Throwing out a project at the last minute isn’t fair to them or you. You won’t get the best support or quality work. Be prepared to spend some good solid hours with your VA.

I stressed in the previous blogs the importance of being prepared well in advance and searching for the right skillset. In doing those two steps prior to hiring, you will be ahead of the game. You will create a mindset of working with someone and it will be a thousand times easier to start the relationship on the right track.

Let the fun begin … and next month we’ll talk about watching the fun grow!

 

 

Marianne D’Alessandro

TimeFlies-Admin Services

Marianne D’Alessandro is a virtual assistant and owner of TimeFlies-Admin Services. With over 30+ years as an executive assistant, Marianne works in partnership with her clients. She offers consulting for entrepreneurs looking to hire the right virtual assistant as well as productivity and time-saving workshops. Sign up for monthly Tips & App Features.

www.timeflies-adminservices.ca

www.facebook.com/TimeFliesAdminServices/

www.instagram.com/timeflies_adminservices/

 

 

 

Spice Up the Search

Tell me what you want, what you really really want!  In the infamous words of the Spice Girls – what do you really want?  You want to save time, you need some help, you need to outsource, you need a virtual assistant. Let’s drill a little deeper.

Knowing what you want is a key component to hiring the right person. Throughout your planning process, you have defined the tasks that you want or need help with. It’s time to think about the skills and attributes that person needs to have.

Make a list of the soft skills that you would like. We certainly all want to work with someone who is trustworthy, professional, caring, detail oriented.  But what other qualities do you want?  Ask yourself:

  • Do they need to make decisions on my behalf?
  • Do I want them to be self-starters?
  • Are they idea generators?
  • Can they handle conflict?
  • Do you need creativity?

It is said that we need to hire for our weaknesses. Are there areas that you would like someone to help you strengthen?  Personalities and strengths are all different so you need to decide what the right fit for you is.

Make a list of the hard skills that are required. Most likely, they are technical but there are other skills as well.

  • What software programs are you using?
  • Do you need in-depth tech support (server or connectivity)?
  • Do you need a sales expert – cold calling?
  • Do they need to be experienced in project management or event planning?
  • Should they be fluent in another language?

These lists will help you narrow down the right candidates.  A job description or posting is a great idea. You can take the answers from the two areas above, add in the tasks that you’ve defined, and easily create the description or posting. Then when you start searching, you have something concrete to find the best person for the job!

Hiring the right person starts the partnership off on the right foot, saves you time and money, and leads to a successful start.

Okay, let me hear you  … What is it that you want … what you really really want?

 

Marianne D’Alessandro

TimeFlies-Admin Services

 

Marianne D’Alessandro is a virtual assistant and owner of TimeFlies-Admin Services. With over 30+ years as an executive assistant, Marianne works in partnership with her clients. She offers consulting for entrepreneurs looking to hire the right virtual assistant as well as productivity and time-saving workshops. Sign up for monthly Tips & App Features.

www.timeflies-adminservices.ca

www.facebook.com/TimeFliesAdminServices/

www.instagram.com/timeflies_adminservices/

 

 

 

Are You Seeing Clearly?

Any great action in a business involves preparation and focus. There are only so many times you can “wing it” and make magic happen! It’s through preparing and focusing on the tasks and goals that the greatest results and outcomes are achieved.

I can’t understand why there is no thought process in preparing for support and help. In a large corporation, jobs are budgeted for and generally posted with an application process. For some reason, entrepreneurs get busy and just decide on the spot that they need help. But there is no focus or preparation in understanding what help is needed and how that help will benefit the business. So why hire me?

As a virtual assistant, am I telling you that you shouldn’t hire me?  Well, yes and no. Let’s face it, and as I said in my opening paragraph – you can only “wing it” so many times before magic happens. If you are overwhelmed and you hire someone, it might be magical and you might get the best value for your money.  But then again, the relationship could flop, there are no results or improvement and the money is wasted.

Here’s the deal. If you want great results in your business you have to plan, prepare and be focused. So what do you really need help with? As an entrepreneur, you have the ability to hire experts! You don’t need to hire a 40-hour employee, you can outsource specific tasks to the best person.  But what are those tasks?  If you are not clear on what your business needs, then you should get your ducks in a row before you start the process.

Here are 5 things to prepare and focus on before you start your hiring process:

  1. What tasks do you dislike doing?
  2. What tasks do you love to do?
  3. Which of these could you easily give away for someone else to do?
  4. What is your budget?
  5. If you give away those tasks, what will you fill your time with?

 

The first and second items are pretty easy. The third one is tough because as the “doer” of all, it’s not easy to give things away. So think about #5 – if someone else was to handle those tasks, what can you do in place of that time.  Maybe it’s an opportunity to increase your finances by selling more, more client time or maybe it’s just the family time that you are craving or the fitness class you want to attend.

We’ll talk more about budget as we go forward, but asking yourself this question brings in a good point for preparing and focusing.  If you don’t have the budget to outsource, then maybe you need to continue as is and increase the sales to cover that budget item. Or you outsource and find the additional funds because you have more time for sales.

It’s all about preparation and focus. You can’t hire when you’re sinking … you have to see clearly before you can make the best decisions for your business.

 

Marianne D’Alessandro is a virtual assistant and owner of TimeFlies-Admin Services. With over 30+ years as an executive assistant, Marianne works in partnership with her clients. She offers consulting for entrepreneurs looking to hire the right virtual assistant as well as productivity and time-saving workshops. Download the 40 Ways to Use a Virtual Assistant.

www.timeflies-adminservices.ca

www.facebook.com/TimeFliesAdminServices/

www.instagram.com/timeflies_adminservices/

Overwhelmed – Overworked … Outsourcing is KEY!

Life is busy and we try to do it all – balance all the needs of home and work and try to have some fun! Sometimes you just have to get some help. Calling in the experts can give you sanity, peace of mind, or much needed rest.

Whether it’s a cleaning service, a repair person, a gardener, an organizer, or a virtual assistant, there’s always a service to help make life easier. Outsourcing does not need to be difficult. What’s important is asking the right questions to get the outcome you want and need! Here are ten questions to ask before outsourcing:

  1. What experience do you have?
  2. Can you share examples of your work/service?
  3. Can you provide references?
  4. What hours do you work? Are you flexible?
  5. How long will the task/job take?
  6. Do you offer flat rates, package rates or special discounts?
  7. Exactly what is involved in the work you will do?
  8. How can I reach you and what is your response time?
  9. What do you need from me?
  10. What are your payment terms and what forms of payment do you take?

 

When I introduce myself as a virtual assistant, I often hear “OMG, I need you!”. Well, that’s music to my ears. I have found that these 10 areas help entrepreneurs focus on what they need.

Asking the right questions to find the right person is one key area. The other areas are preparation and partnership. In the next few blogs, I’ll share more helpful information to guide you to hire and build the best working relationship with a virtual assistant. Of course, you can apply this practice to other outsourcing venues to help make your life easier.

 

 

Marianne D’Alessandro

TimeFlies-Admin Services

Marianne D’Alessandro is a virtual assistant and owner of TimeFlies-Admin Services. With over 30+ years as an executive assistant, Marianne works in partnership with her clients. She offers consulting for entrepreneurs looking to hire the right virtual assistant as well as productivity and time-saving workshops. Download the 10 Questions to Ask Before Outsourcing.

www.timeflies-adminservices.ca

www.facebook.com/TimeFliesAdminServices/

www.instagram.com/timeflies_adminservices/

 

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