Category: I Want To Be A VA

Are you spending time searching for files on your computer, files on your desk, papers, stationary … everything?

Some say that the state of your desk, home or car is a reflection of your state of mind as each can be seen as an extension of you. I’m not sure of any exact science behind this but I wholeheartedly agree that if my desk is cluttered my mind will be cluttered too. If your work environment is untidy your productivity can suffer and overall performance can be impacted. It is for this reason that some employers operate a clean desk policy – it is a good habit to adopt – organization is key to productivity, so follow these tips to success.

CLEAR YOUR CLUTTER

Go through all of the papers on your desk. Do they need to be there? Are they duplicates? Get rid of anything that is unnecessary. Clean out your drawers and throw out or give away things that you don’t need / use. Get rid of old notebooks, papers, anything that isn’t used needs to go.

If you need to file papers, make a pile for filing (we will come back to this later)

ORGANISE YOUR DESK

One you have moved the unnecessary clutter from your desk you can organise the essential items so that everything is in easy reach. Make sure that there is allocated space for everything. You don’t need piles of stationary or overflowing pots of pens. Keep only what you need. Put everything in it’s own space and make sure you return it there after use.

Make a place for those papers that need to be filed. Do you need an in tray and an out tray?

ORGANISE YOUR FILES

Files and filing – a necessary evil. It is so easy to neglect this however organisation here is key to organisation in the rest of the office. If filing is difficult there will be overflow onto the desk, the floor or elsewhere and chaos will ensue. Make it easy for yourself. Make sure you have space to store your files? Is the space adequate? Can you easily reach the files? Make sure that the answer to these questions is a resounding yes!!

Are you files logically ordered? Go through them and establish a system – Tidy your paperwork, get rid of duplicates, label your folders, use an index so that you can easily access and find documents. Whether it is ordered alphabetically, by client or by matter make sure that you and anyone else accessing the files understands and sticks to the system. This goes not only for traditional paper filing systems but online files or those on your hard drive or computer storage.

Once the filing systems are established, regularly sort and maintain them.

WORK SMART

When working focus on one task at a time. See each task through to conclusion before moving onto the next task. Remove distractions, put your phone on aeroplane mode and don’t check emails. Patty Kreamer, (a certified organizer coach, certified professional organizer, author, speaker and president of www.byebyeclutter.com) says that we should not pick up a document, look at it and place it back on the desk. Decide on an action for that paper and follow it through, if not possible to see through to conclusion immediately place it where it is needed for the next step in the process.

SCHEDULE YOUR TIME

Each week and day allocate time in your diary to fulfil tasks. Recurring tasks can be allocated in advance at the same time each week and allocate time each day for tasks specific to that day. Work on each task during the allocated time without distraction. Also allow some time at the end of each day to file any completed items, update your to do list and clear your emails. This ensures that you will start the following day organized and primed for productivity.

I was talking this week on my social media pages about time blocking. As a Virtual Assistant I often have many tasks to complete for clients who have outsourced tasks to me. I always schedule my tasks but realised recently that I hadn’t been time blocking effectively.

What is Time Blocking?

Blocking off hours of time in your calendar to do a certain task and focussing on only this task during that allotted time. Turn your phone onto do not disturb, mute your emails and close the door. Do Not Disturb! By adopting these habits, you can focus entirely on the task in hand. Therefore increasing productivity and effectiveness. You must be unapologetic with this though – draw boundaries for yourself as well as colleagues, family and friends. Soon these habits will become second nature.

Annually, Monthly, Daily.

Set aside one day each year for long term planning and one day each quarter quarter. Dedicate an hour each month to monthly goals and weekly you need to allocate your time blocks for most effective working. Remember to schedule time for holidays and time off so that you can plan ahead work effectively to prepare your business to continue growing whilst you take your time for yourself. If you don’t do this you could fall into the trap of wanting to take a break but your workload wont allow it.

Most Important First

Always schedule your most important work first. If there is a task that makes all your other work easier or even unnecessary allocate this task to the first 4 hours of the work day or whenever you are most productive. If it is the big tasks that are the most important and seem a little daunting, you can ease the stress on yourself mentally by breaking these down into manageable chunks as well. For example instead of listing business development as a task break this down into: list potential leads, collect contact information, first contact, follow up.

Work that isn’t work

To do lists, goals setting, spreadsheets, all of those little tasks that we love to fiddle with that feel like work but actually aren’t! DON’T – you can waste a load of time here! These tasks aren’t actually going to make you money, they aren’t going to get the important tasks done. Schedule time daily to clear emails out, answer calls, texts, whats apps. – however your enquiries come in. Communicate this in your voicemail or email signature so that your customers know when you will get back to them. Remember: It is fine to take care of the little details and plan and organize – just don’t waste your high productivity hours on this!

Once you start time blocking you will see your productivity improve. You will also see where you are losing time and also where you are underutilising your time. Go and smash your goals!

We’ve all been there … you’re fully immersed and excited about your shiny new Virtual Assistant business and suddenly from left field a friend or family member throws in a scathing comment.

‘Yeah, but it will never work …’

‘Who does she think she is?’

‘Why would somebody ask you for support – they can just hire someone full time?’

And one of my favourites … ‘Why don’t you get a proper job?’

Unfortunately, this is an all-too-common issue – when your friends or family don’t share your dreams or your vision It can hold you back and it can stop you showing up when you need to. Even worse these comments can make you question what you are doing and whether you should continue.

Don’t panic! Your thing – doesn’t have to be their thing. They might be completely old school and not understand the VA world or on the online world. They might feel threatened by your new life or they might be completely uninterested. Mostly the negative reactions say more about them than it does about you.

Whichever way- it can hurt. BUT don’t take it personally.

I used to have comments from a husband of a friend of mine– he thought it was funny to mention my social media posts, and mock whatever I had been posting about – then his wife (my friend) joined in. To start with it hurt – and it did make me think twice at times about going live on Facebook or posting my content. Slowly I came to the realisation that I didn’t have to justify my actions or activities to these people. If they didn’t understand my work – it wasn’t my issue. I was making good money and if anything it made me even more determined to succeed.

I know it isn’t this easy for everyone to shrug the negativity off – especially if the negativity is coming from a source which is closer to home. If this is you – find a coping strategy.

Remember your why

Why are you doing this? What is your long term vision? Always keep this in mind when dealing with the Negative Nancys – this will strengthen your resolve to succeed.

Pick and choose who you talk to about your business.

I definitely don’t want a full on download from my husband about his job so I can understand that he might not want one from me – in addition to this – if your husband / partner /significant other is going to be uber negative about what you are doing – think about the effect that this reaction will have on you. Pick and choose who you discuss your business with and to what extent.

Pick and choose who you listen to about your business.

Is the opinion as valid as you are making it in your head. Does this person have experience in the VA world or even the online world? Do they understand your positioning or are they coming from a ‘safer’ place as they know it – is it fear of the unknown that is making them negative? Remember that negative reactions are almost always more about the other person than about you and your business. Listen to those who understand where you are coming from.

Remember – unless they are paying your bills their opinion doesn’t really matter.

My friend and her husband mocking me didn’t really matter – it just dented my ego slightly and wasn’t particularly nice of them. Likewise Great Uncle Bob’s opinion also doesn’t really matter – unless he’s paying your bills, then it is a slightly different story. If the negativity is coming from someone who you rely on financially there are still options. You CAN build up your VA business on the side, part time so go ahead – build it up and always be on the look-out for possibilities rather than obstacles.

They aren’t your ideal client.

These people –the Negative Nancys aren’t your ideal client. It doesn’t actually matter what they think of your marketing or your business. It’s nothing to do with them – they aren’t paying you so put them out of your mind and don’t dwell on them – or their opinions. Focus on those ideal clients.

Find your ‘people’

Find your VA besties – from those going through the exact same struggles as you to those who are more experienced and can offer advice and support. Find your gang of people who will lift you up and hold your hand when things are tough but also celebrate like crazy for you when you achieve. These are the people whose opinion matters. You will find a fab group of VA’s here.

Go to events (if flipping COVID allows), join networking groups – online and offline, work with coaches and speak to other business owners and VA’s. Find your people – make a new gang and work together to succeed – which you will, I just know it!

If you have any questions or want further information feel free to follow me on Facebook, Instagram and Linkedin. Book a 1-1 Strategy call here. Join The VA Networking and Support Group and download The VA Start Up Checklist.

December has started, the end of the year is coming closer.

Now is the ideal time to make sure you’ll start 2022 of in the strongest position possible.

‘How do I do that?’ I hear you think.

Well, first of all, be YOU. Dare to stand out.

Uniqueness sells and by being yourself you’ll attract the clients you want.

Which also makes it way easier to build a real connection with your clients.

Second, be confident. Have confidence in yourself and what you have to offer.

To do that you have to find out your strengths and also your weaknesses.

Build your offers on your strengths while in the meantime you work on your weaknesses.

It is National Encouragement Day in the US today. Take a moment to encourage those around you as you never know when your words may provide a much needed boost.

https://buffer.com/resources/why-positive-encouragement-works-better-than-criticism-according-to-science

I don’t know if you caught my Facebook Live this week – I jumped on to Facebook ad-hoc – in the middle of Bounce X and shared a little story with my VA Networking and Support group. (if you’re not from Dubai, it’s a Trampoline and Parkour park from hell – my opinion, not the kids obviously – they LOVED it)

Why the urgency I hear you ask?

Well, I had spoken to a friend on the phone and SHOCK HORROR they didn’t know what I do for a living! I know – I couldn’t believe it either- don’t they see my social media posts? Don’t they read my insights on Linkedin? What do you mean they aren’t watching my Insta stories diligently throughout the day?!?!

Seriously – in the age of social media (and I use SM A LOT!) I was shocked that there was someone in my circle who didn’t know or didn’t understand what I do. I needed to share this as I felt it was a great learning opportunity. If my friend had been a potential client – I would have potentially lost them!

The fact is that, on average, potential clients need to hear from you or connect with you in some way a whopping 27 times before they feel confident enough to buy from you. This means that you need to be consistent with your messaging and blow your own trumpet, so to speak, and let the world know that you’re ready for business.

Post on social media platforms, speak to local businesses, attend networking events, tell your friends, ask them to tell their friends and word will spread.

I’d love to hear where you are in the world and where you are on your VA journey? Drop me a reply to this email and I’ll get back to you 🙂

If you have any questions or want further information, feel free to follow me on Facebook, Instagram and Linkedin. Book a 1-1 Strategy call here. Join The VA Networking and Support Group and download The VA Start Up Checklist.