Small Business Online: Thriving in a Virtual World

Virtual Assistants – A GREAT Choice for your Team – Part Two

When you’re trying to determine what to outsource to a Virtual Team or Virtual Assistant, be bold. Consider more than just your day-to-day mundane tasks (like customer service and answering the phones – yes, they can do that virtually!). Project-oriented assignments might not seem like something you can outsource. Spend a little time analyzing the amount of time your staff spends researching projects or preparing reports. Handing those assignments to a team of outsourced, skilled, virtual professionals is one of the best business decisions your firm can make. These assignments are often a virtual professional’s strong suit, and delegating them will pay your business exponentially in ROI.  VA’s also often have administrative and office management backgrounds. So they’re fast, efficient, detailed and responsive to deadlines. The trick is to find one that’s a good fit for your company, your needs and your corporate culture. So what are some of the great assignments that you might not currently be doing that a virtual professional could bring to the table?

* Revamping your website (yes, you CAN avoid the expense of your web team on this one!)
* Creating and writing your blog (remember, you should be blogging at LEAST once a week)
* Creating or updating your online social networking profiles
* Creating a great PowerPoint presentation about your firm (you can put one on Linkedin now!)
* Writing and printing marketing materials or writing and distributing press releases 
* Corporate and EMAIL newsletters
* Developing teleseminars and webinars in your area of expertise
* Video email and building your Youtube presence (consider a tip of the day)
* Building an AMAZING social networking presence and following

Remember, take finding a VA very seriously. Use a professional organization to get bids on your work (IVAA.org for instance). Get and CHECK references. Invite them to participate in a team meeting and contribute a few ideas on strategy to be sure that they get your industry. Because whatever you choose to outsource to them, a Virtual Professional is MUCH more than a secretary. Your VA is a one-stop-shop, hourly PARTNER in YOUR company’s success story.
To your continued success, Dave Churchville
dave@myclientspot.com
ClientSpot by ExtremePlanner Software
http://www.myclientspot.com

Virtual Assistants – A GREAT Choice for your Team – Part ONE

When we think of outsourcing our administrative tasks, what first comes to mind are the basic, day-to-day things, like travel arrangements, events, calendar management, transcription and document creation. The truth is though, if we run a productive company, we need to outsource more than the obvious, and we need to do it at every opportunity! Doing this frees you and your team and allows everyone to focus on their BEST contributions to your business, what they’re roles are supposed to be – and it gets everyone focused on the real goal, your bottom line.

But how do you determine WHAT to hand over to a great virtual professional? Ask your team to list two things: The work they don’t enjoy and the more mundane or routine tasks that take up more than five hours of their work week. Don’t be afraid to do this. We all want our careers to be something we find challenging and enjoyable. No one wants to go to “work” every day and feel like they’re on a treadmill – exhausted and uninspired. So work that your team hates isn’t only annoying, it’s distracting. Removing those tasks from their plate will inspire them and demonstrate that you value their work and their role in your company.

To your continued success, Dave Churchville
dave@myclientspot.com
ClientSpot by ExtremePlanner Software
http://www.myclientspot.com

Bridges, Roadblocks and Mentoring Groups, Oh My! – Part Two

Once you have the core of your group, if you’re courageous enough, you can ask each person to invite one guest that they’d like to share the experience with. Keep the total number of mentoring group members to around eight though, to insure that everyone gets what they need. Invite each member of your mentoring group to write up a synopsis and bio to be sent to everyone before you start. Next, choose a format for your mentoring group. Perhaps you each share your greatest idea of success and what you need to get there at the top of the hour, and then each member takes a turn being the focus of the group. Whatever you do, be sure to have a time keeper for your mentoring group meetings to avoid disappointment or misunderstanding. Ask the members if they would be amenable to taping the meetings for days when someone may not be present. You can distribute the recording of your success meetings to everyone to maximize your success.

Finally, keep a GOALS and PROGRESS sheet for all members of your mentoring group. These can be personal, professional, spiritual – anything that the member in question wishes to attract to their life. Remember that the tone of your mentoring group should always be one of support and honest appraisal. Harsh criticism is the enemy of success when it comes to building connections and trust. The MOST important lesson about mentoring groups, however, is that they WORK. They keep people inspired, connected and ACCOUNTABLE. So start your process today, and pick a launch date for your own success circle to keep yourself accountable.

To your continued success,

Dave Churchville
dave@myclientspot.com
ClientSpot by ExtremePlanner Software
http://www.myclientspot.com

Bridges, Roadblocks and Mentoring Groups, Oh My! – Part One

We’ve all heard the expression that there’s strength in numbers. We’ve also heard that misery loves company. Why do I mention these two ideas in the same blog? Because when we’re talking about success groups or mentoring groups, WHO you pick and HOW you pick them is vital to the group’s success and to YOUR success. In the immortal words of Vince Lombardi, “Individual commitment to a group effort - that is what makes a team work, a company work, a society work, a civilization work.” Now that might sound a little bit dramatic when we’re talking about mentoring, but believe me, it isn’t. If it’s done right, your mentoring group becomes where you learn shortcuts and how to avoid the detours of your industry, and it is how you can build some of your BEST bridges to meaningful networking. 

When you think of who to invite into your mentoring circle, your number one goal is to avoid toxicity. Regardless of what else they might bring to the table, avoid toxic naysayers at all costs. Your mentoring circle needs to be a small group of like-minded, forward thinking success builders. It can be either a group of people from different industries who bring varying talents to the forum, or your mentoring group can be made up of friends and competitors from WITHIN your industry. No matter which way your mentoring group goes, definitely seek out those who are further along on the road to success. If you’re the group organizer, you can begin to search out your group through professional organizations or even online (check out the groups on Linkedin). You can also join existing mentoring-type groups through www.MeetupGroups.com and keep close track of whom you connect with. Amazing networking connections can definitely become the seeds of amazing mentoring groups.

For more on how to create a successful agenda week after week and create success for every member of your group, check in for Part Two on this topic later in the week. 

To your continued success,

Dave Churchville
dave@myclientspot.com
ClientSpot by ExtremePlanner Software
http://www.myclientspot.com

Multitasking is Often Counterproductive – Finding Balance and Focus PART TWO

Here are four steps to begin to create the kind of balance that we all truly need in order to be creative, fulfilled and joyous. 

Step #1: Know thyself. In order to create meaningful change, you’ve got to take an honest inventory of what isn’t working. If you’ve diligently learned every multitasking trick in the book, and all you feel is overwhelmed, perhaps it’s time to admit that it didn’t add to your life after all.

Step #2: Accept the reality that you can’t do it all – not alone at least. Having a schedule that embraces both deadlines and projects, as well as your personal and family agendas, will make this much easier. By looking at the big picture, you’ll be much more empowered when it comes to doing two of the most difficult things in life: saying no and asking for help.

Step #3: STOP multitasking. Instead, prioritize the three MOST important things for each day, and then do those things. They may, in fact, be the simplest tasks, like go to the bank or send out your monthly invoices. But how many days race by and leave those tasks unaccomplished?

Step #4: Remember, downtime is a vital component to UPTIME. You must prioritize rest and relaxation – even if it’s just 2 hours a day (in addition to sleeping, of course). You might find that running full speed for 20 hours out of every 24 and accomplishing two tasks at all times, all day long, works – but it won’t work for long. And what kind of LIFE are you having at that pace?  Instead, use planning and prioritization to schedule yourself back into your life. An added perk?  You’ll be healthier!  Enough sleep, time to regroup, and even time with friends all adds up to a body and a soul that’s supported and rejuvenated. And that’s a life plan for balance and focus!

To your continued success, Dave Churchville

dave@myclientspot.com

ClientSpot by ExtremePlanner Software

http://www.myclientspot.com

Multitasking is Often Counterproductive – Finding Balance and Focus PART ONE

There was a time, believe it or not, when the very word “multitasking” did not exist. I’m not saying that the concept didn’t exist – there have always been busy parents who were folding laundry with one hand and reading their kids a book with the other – all while balancing their budget and reading the mail. And I’m sure there were business people devising marketing plans in their heads while working on the latest project or due date. But I think, quite frankly, that multitasking wasn’t always spoon fed to us at every turn. You can hardly surf the web or pass a magazine stand now that doesn’t tell every parent how to prepare meals in under ten minutes or shout to all of us how to exercise WHILE working at our desks. Some of this is great and very necessary, no doubt. But there is a downside, and the downside of multitasking is FOCUS.

I can honestly attest that there is a magic that happens when one is able to shut off the outside world and focus on the task at hand – and I don’t mean for five minutes. I mean for hours. I’m certain that every writer, artist, parent, entrepreneur – well, everyone – would agree getting more done in less time is necessary in this busy world. But getting ONE thing accomplished, without distraction, from the seeds of inception to completion – that can create pure magic.

Quentin Tarrantino was recently interviewed, and eventually they got to the question of marriage. The director began to laugh, sharing that his work was all encompassing, and the idea of having to focus on a family just wouldn’t work – that his work was too selfish and too focused.  So what are we to do?  Are we to place ourselves into solitude, like Tarrantino, and create great work at the cost of families and relationships?  Or are we to surrender to total chaos as we try to “have it all” and squeeze 48 hours into every 24?  Surely there has to be a better answer, and like most things the answer comes in one simple word:  balance.

The real trick, of course, comes in creating that balance.  Check out part two of my blog on Monday to get the 1-2-3 on building balance and joy AND still getting all (or most) of your tasks accomplished. 

To your continued success, Dave Churchville

dave@myclientspot.com

ClientSpot by ExtremePlanner Software

http://www.myclientspot.com

Let’s Not Forget the Value of LIVE Networking for Small Businesses

Although “social” networking has become the hottest ticket around for the last few years, as small business owners (or even large business owners), we simply can’t afford to overlook the value of live networking events and our real, already-existing contacts.

So if we’ve forsaken the real world for a virtual one for too long, how do we get centered in the here and now?  Because you’re here-and-now contacts are an amazing source of business – they are referrals, they are introductions – in short, if you use them properly, they are money in the bank. In fact, using your EXISTING contacts is the best way to go about networking! 

The first thing to do is catalog all of your personal contacts. Don’t just stick with business contacts either. Take time to jot down all of the personal contacts you know – think about neighbors, hair dressers, clergy, relatives and friends, etc. Then, list all of the educational contacts you have had in your life, i.e, professors, instructors and mentors. List of your social contacts (perhaps from volunteer work or various social groups, like Toastmasters). Finally, list all of the professional contacts you have – current or former supervisors, colleagues, vendors  and contacts you have met in your career.

Listing your contacts is a great exercise for ALL of us - one we should probably undertake at least once a year!

Once you’ve identified your contacts, reach out to them and let them know what you’re doing. The words, “I am wondering if you can help me,” can be magically powerful. 

The contacts you already have are only half of the live networking effort, of course. The contacts you have YET to meet are the other half. You can find some terrific networking events at the following places: The Chamber of Commerce, Fundraising Events for Non Profit Organizations, Networking Events at your local Y, Member Associations (for example if you are an accountant the local chapter for the Society of Accountants), Trade Associations who hold networking events, and finally look into Alumni Events.

Thwart the instinct to bring a friend with you, because it’s important to introduce yourself around and mingle. You’ll never meet new contacts if you remain safely in your comfort zone and don’t put yourself out there. Remember; if networking is outside your comfort zone, push yourself to attend anyway. The more you attend networking events, the more comfortable you will become. It is only when we push ourselves further and into the unknown that progress can be made.

Networking is like any other marketing effort. It takes time to create a plan, time to implement it and time to perfect it. Take great notes and stay in touch with those you connect with. Contacts are only as good as the amount of attention and nurturing you give them. Ask what you can do to support the goals of others, and you’ll be amazed at the good will that comes back to you.

To your continued success,
Dave Churchville
dave@myclientspot.com
ClientSpot by ExtremePlanner Software
http://www.myclientspot.com

Using Youtube to Market Your Small Business

 Okay, you may be totally aware of how effective video marketing is and already be using it at every opportunity. But for those of you who aren’t exactly sure what to do, here’s a simple how-to on maximizing ANOTHER free online marketing opportunity: Youtube!

How: To begin with, Youtube marketing can be super advanced — or really simple. Think flipcam simple. You can spend a LOT of money on a production company – or you can simply script your message, look amazing, have a friend or two help you and be as dynamic as possible. Remember, there’s no better expert on who you are and what you do than YOU.

What: I would suggest that you get started with this process by setting aside a few hours to brainstorm on topics or tips — you can jump start this process by setting a two-minute timer and writing down ALL your ideas without editing or censoring yourself. Then circle the top ten. Do that a few times, and you’ll have a library of ideas to use when you’re ready to script and shoot your material. Be sure to keep your videos short and to the point. Start out with your vital statistics: name, website, and company. Next, spend 30 seconds on what you do, another 30 seconds on a tip of the day, and then remind them of your name and website again.That’s it!

When: Very important: Take some time and put together a schedule for your marketing effort. If you make it a point to publish either the tip of the day on Mondays through Fridays, or a TGIF message once a week, your friends and fans (and hopefully potential clients) will keep tuning in to partake in your expertise.

Where: Once your videos are up on Youtube, you can push them out to your Facebook Profile with the click of a button!  And when you do push your video from Youtube to Facebook, add a friendly note and ask your contacts to help you make it go viral and PASS IT ON!  Want to put your video on your blog too? Copy the HTML code from Youtube and paste it to your “post a new blog” page (the code portion, of course). If you’re using an email marketing software, you can often input those videos there as well. My point here is that like blogging your articles (and using them in email marketing, tweets, etc., etc.), you can multipurpose your video content as well.

Who: You can definitely also ask OTHER people to do short videos about you and your company – TESTIMONIALS rock. These can be done by clients, of course, but friends, colleagues, and even VENDORS can give testimonials on how amazing you are to work with. Don’t worry about imposing by asking – often our colleagues are happy to help and even flattered that you’ve asked them to speak on your behalf. Definitely send a thank you gift for their support.

Finally…  Why: This is probably obvious, but just in case you haven’t noticed, video is compelling!  And it’s an entirely different way to convey what you’re about. In some ways, it’s far more personal and allows you to bring your personality into the picture. You can also tag your videos, which will drive traffic to your website and add to your SEO opportunities. The bottom line about the WHY with video marketing is hey, WHY NOT?!!

To your continued success,
Dave Churchville
dave@myclientspot.com
ClientSpot by ExtremePlanner Software

http://www.myclientspot.com

5 Steps toward Maximizing Your Online Presence through Your Blog

By now you probably know the value of blogging – and quite likely HAVE your own blog.  And although there are a few blogs out there that get loads of followers and tons of comments, don’t feel too discouraged if you haven’t quite figured out how to maximize yours yet.  

#1.  The first step toward maximizing your blog is to HAVE one.  In the online world, if you don’t have a blog, you actually risk losing a certain amount of credibility.  Remember, you don’t necessarily have to write the blog yourself – you can, of course – but you can also hire a writer, or better yet, go to a shared article server (such as ezinearticles.com) and use the almost limitless number of articles there.  (This is in no way plagiarism, just be sure to read and follow the rules and leave in the writer’s contact information, etc.)

#2.  Put your work up on those same shared articles servers!  If you are writing your own work, get it out there to work FOR you.  Post all of your blogs and articles onto ezinearticles.com or goarticles.com – if your work is good, you’ll find that a variety of people use and feature it in some pretty creative ways.  While you don’t get compensated for this, you DO get to reach great new markets that you may not have ever discovered before.

#3.  TWEET your blogs!  I don’t mean to tweet that you have written a new blog, that’s obvious.  What I’m saying is to break your blog into short pieces of easily digested advice and ideas and post them onto Twitter.  Be sure to put a link to your blog on some of those – or to your website, shopping cart, etc., etc.

#4.  Send your blog or article out to your mailing list as an ezine.  There’s a good tip to keep in mind here, and that’s to post only two-thirds (or less) of the article.  Then, post a link that says, “Click here to read the rest of this article.”  This is a GREAT way to drive traffic to your blog, website, etc., etc.

#5.  Finally, don’t just “have” a blog.  FEATURE your blog!  Join it to your Linkedin Profile and your Facebook Profile – as well as anywhere else you can think of.  On Facebook, if you join the blog through the NetworkedBlogs application, you can invite up to 15 or so contacts to follow the blog every single day.  How would it feel to have 150 followers after ten days?  And there’s a widget you can apply that will actually SHOW how many followers you have through NetworkedBlogs.  You can also feature your blog on some very cool “off” social networking sites, like Fastcompany.com or I-Village.  Just set up a profile and a blog and then post your article there as well.

While you don’t want to use an article in so many places that you get penalized by Google and other search engines, you DO want to make sure that you are maximizing your effort, your expertise, and your online branded recognition.
To your continued success,

Dave Churchville
dave@myclientspot.com
ClientSpot by ExtremePlanner Software
http://www.myclientspot.com

Managing Difficult Clients in Tough Times

The long arms of the recent recession seem to leave no stone unturned when it comes to business management and client care. One side effect of the recent downturn is a certain loss of freedom around client management, especially for small businesses and solopreneurs. Where small businesses and service providers used to be able to pick and choose clients – at least to some degree – this is no longer the case.

While the bottom line is always a top concern in any company, one of the perks of owning a business has always been that during good times, business owners could decline projects from difficult clients. With businesses closing everywhere we look though, even a difficult account is worth its weight in gold. So how do we successfully, effectively manage a tough client or project? Here’s three steps to help you set the tone.

Step One. Communication is definitely key in this situation. To begin with, make sure that all of your brainstorming sessions are recorded. If they’re conducted on the phone, use a recordable conference call line and consider having the call transcribed if it’s not too long. Create a punch list that is confirmed both verbally, before the call ends, and in a follow-up email, specifically outlining who is responsible for what and what each party’s next steps are. Remember to keep phone calls short so that frustration will not show if a conversation gets tough.

Step Two. Make sure that the client submits all follow-up or ancillary instructions in writing, through your formal inquiry system – either obtaining a “trouble ticket” or a confirmation from you or your team. Verbally exchanged instructions can be a virtual minefield to navigate and can lead to ever-widening circles of misinformation and misunderstanding.

Step Three. Keep the boundaries clean and clear. If you do not work on weekends, and that is in the policy and procedures that you have provided to your clients, don’t respond to random emails with questions or updates during that window. Although you may think you’re providing great customer service, it definitely sends a mixed message. Obviously, real emergencies are a different story, but 99% of life or business will, hopefully, not fall into that category. Another important boundary to keep in place is who does what. If you have a perfectly capable team in place and they have been empowered to handle IT issues, for instance, redirect your difficult customer to that team or individual. If you make yourself the “go to” person for everything under the sun, you will quickly find yourself mired in the day-to-day and unable to navigate the larger issues that really ARE under your umbrella (like funding and new business).

Finally, remember that from a client’s perspective, they are not difficult. Tough clients most likely consider themselves detail oriented, or perhaps even moderately controlling. But difficult? No. Most of us do not see that in ourselves. Remember, all clients need to be treated with the same level of courtesy and patience. Navigating the ups and downs of tough clients or projects not only protects your income stream, it also builds your referrals and your reputation. It says that you are an exceptional vendor and THAT is a reputation worth fighting for.