5 Tech Tips for Female Coaches to Streamline Their Business Operations

5 Tech Tips for Female Coaches to Streamline Their Business Operations

Managing a business is challenging, and it can be easy to get lost in the day-to-day operations as you’re growing. And it’s normal to feel a bit frazzled and overwhelmed. It’s also normal to want to streamline your business to save both time and money.

So how can we, as female entrepreneurs, actually DO that?

The first step is taking a good look at how things in your business are currently being done, and coming to terms with the plain and simple fact that sometimes, change is not only good, it’s necessary. It can be dangerous to get complacent with how things have always been done. New procedures should be implemented over time because your business is ever-evolving.

Here are five tips that can help you to streamline your business operations:

 

Identify repetitive tasks

Mundane tasks are often not billable ones, and they are a major time-suck. Once you are able to identify these types of tasks, you can then look for ways to automate them. Some examples? Creating invoices, scheduling social media, sending payment reminders, etc.

Taking the time to set up your CRM, or invoicing software to send out invoices automatically, with follow-up emails scheduled in advance not only saves you time and headspace. Not having to worry about those tasks means you can focus your energy on more important tasks. The same goes for a social media scheduling tool – many come with evergreen options so that your content is constantly cycling through your channels.

 

Reduce paper usage

Paper is a wasted resource and has the ability to create a lot of chaos in your office, which is why reviewing your usage is a great step in streamlining your business operations.

Consider looking at storing information digitally so that everyone on your team has access without needing to sort through boxes of paperwork. The info is needed, the printed copies are not.

 

Automating processes

This one requires taking stock of your current processes before planning to automate them. Begin by documenting each stage of your present processes can give you an eye-opening view as to how things are done, and get you thinking about how they can be updated and streamlined. Forms can be put online and filled out online, for example.

With applications such as AirTable, Trello, ClickUp, Zapier, IFTTT and so many more, it’s easier than ever to get two or more systems talking to each other to get the job done, almost hands-free.

 

Reevaluate your hardware and digital resources

Replacing inefficient or old hardware has the ability to speed up processes and your overall efficiency. Slow computer systems slow down entire projects, which in turn, costs you more money in the long run.

Online marketing is more important than ever, so if you’re not maximizing your efforts with this tool, you should be. In addition to bringing in new clients, an online presence can help close deals, too. If you’re not sure how to use these tools, bring in an expert.

 

Outsource

As challenging as it is to let go of control, your productivity will skyrocket once you outsource a lot of what you need to do for your business.

You can outsource just about anything: payroll, accounting, human resources, online marketing, administration, etc. Independent contractors and freelancers will reduce the costs brought on by full-time employees performing these same tasks.

Outsourcing is, by far, the best and most important way to streamline any business. But that doesn’t mean you should just hire anyone – take the time to do your research, and be sure to interview potential candidates. You’re looking for someone to be on your team, and that vibe should be present during your interview.

In this very modern day and age, it’s easier than ever to get caught up in the busyness of it all, but by being smart about where you spend your time, money and energy, you don’t have to get bogged down. There are many smart and savvy ways to get it all done while keeping your sanity.

Do you have any other tips to add to this list? Let me know: info (at) drva-2a7f12.ingress-comporellon.ewp.live

How can a virtual assistant help you with your business?  Book a free consultation call with me and let’s find out!

6 Great Ways to Start a New Year

6 Great Ways to Start a New Year

New Year, New You?

Here are 6 ways you can start the New Year off right, beat the January blues and take care of YOU:

 

 

Set realistic goals and make a plan for how to achieve them

Think about some of your past goals and how you did with them. Did you give up after a couple of weeks?

Some of the most popular New Year’s goals or resolutions include: quitting smoking, losing weight, joining a gym, eating healthier or reducing alcohol intake.

All of these are pretty drastic changes in habits, so don’t beat yourself up if you’ve tried and tried again, and gotten nowhere. They’re all tall orders, but there are ways to ensure success!

While you’re sipping your coffee each Sunday morning, do some meal planning. Inventory what’s in your fridge, cupboards and freezers and make a plan for the week. Simply having a plan in place will help you avoid fast food or eating junk.

Get an accountability partner. A friend or your spouse is a great choice, especially if you both have the same goals. Make a promise to be strong for each other, and to be the encouragement one another needs when you find yourselves ‘just not feelin’ it’.

 

 

Make time for yourself and your mental health

With today’s fast pace, it’s easy to get lost in all the to-do lists and busyness of life, so it’s no wonder we all, at times, feel burnt out.

Mental health and self-care aren’t about spa treatments and sipping green tea. It can be anything that puts your mind at ease.

Indulge in a hobby you love or sit down with a good book. Get together with a friend or chat on the phone. Whatever makes you feel GOOD is what you need more of in your life.

 

 

Try something new and exciting

Make a list of 5-10 interests you have, but maybe haven’t had the time to explore. It can be as crazy or as calm as you’d like but make that list. Pick one or two things on that list and make a point of researching them.

  • Can you do this activity at home?
  • If not, where can you do these activities?
  • What is the cost involved?
  • Do you need any special gear or supplies?
  • Can you borrow these supplies from friends?
  • Do you have friends who already do these types of things? Maybe you can do them together or they’ll have beginner advice for you.

 

 

Spend time with the people you love

There are ALL kinds of free or low-cost things you can do with your loved ones:

  • Play board games
  • Start a book club
  • Host a movie night with friends or family
  • Go ice skating
  • Go for a winter hike with a Thermos of hot chocolate
  • Host a spa night with your girlfriends
  • Have a potluck or charcuterie evening
  • Visit a local museum

Be sure to check out local Events on Facebook, you’ll find all kinds of interesting events that are cheap or free.

 

 

Get organized and declutter your life

I don’t know about you, but getting rid of junk and reorganizing my stuff always makes me feel refreshed!

Whether it’s a drawer or a closet, pick a starting point and be ruthless. If you haven’t used it in a year, you likely won’t need it.

Use Facebook Marketplace to sell anything you believe might have some value (research current prices for the condition of your item and base your prices on that).

Plug each room of your house into your calendar, either a new room per week or month, it doesn’t matter, as long as you treat those like important appointments and get them done.

Sell or donate what you don’t need… take the rest to the dump.

 

 

Take on a new hobby or learn a new skill

Have you ever wanted to learn a new language? How about how to paint? Maybe you’ve always wanted to learn how to create a website – often, your local library can help with this, but you can also Google lessons or apps that can help!

Team up with a friend if you share similar interests, or go by yourself!

 

 

Do you have any other tips to add to this list? Let me know: info (at) drva-2a7f12.ingress-comporellon.ewp.live

How can a virtual assistant help you with your business?  Book a free consultation call with me and let’s find out!

Pruning Data in The Cloud

Pruning Data in The Cloud

Picture this: You’re in your Google Drive (or Microsoft OneDrive – whatever tickles your fancy), and you’re madly searching for a particular file.

You KNOW you have it, you remember seeing it, and it’s important, so you wouldn’t have deleted it by accident (or would you?).

Or, in a similar vein, in an attempt to find a document a colleague has shared with you, you head to Shared With Me, and there are files from 2015 from clients that you haven’t spoken to in years.

It’s definitely frustrating when you’re unable to find a particular file, but here are some tips to help you get your cloud files under control:

 

Block out time & commit

Reorganizing your files begins with blocking out time each week and using that block of time to work through the problem. Treat this time like it’s an appointment. Brushing it off is only going to make the problem worse, unfortunately.

It doesn’t have to be a big chunk of time, either. A 30-minute timeframe once a week is better than nothing.

 

Pick a starting point

Whether you start with Shared With Me, or a particular file type (such as Google Docs or Sheets) and pan out from there, it doesn’t matter, as long as you start somewhere.

Systematically open and review the documents/files and determine 1.) if it’s still relevant and you need it and 2.) if it’s possibly a duplicate of a similar file (always CHECK before removing either one.

 

Reconsider your file naming practices

If your files were named so they’d be easy to find, you probably wouldn’t be here right now lol! Sadly, a lot of people don’t name their files in a way that makes sense and makes them easy to find later.

Placing files into folders is a great start but it only helps when you’re in that folder. Consider renaming your files in a way that no matter how you’re seeing them, you have an idea of what they pertain to.

As an example, you may have a folder for each of your clients, so you may wish to use each client’s initials in the beginning of the filename so that when you look at your document view, you still know who that file is for.

Review ‘Shared With You’ files

Isn’t it awesome, that in this day and age, we don’t have to email (or fax, let’s be honest) everything to people? We can simply pop their email address into a Share box and click send and BOOM, they have access!

What’s not quite as awesome is how quickly those files not only build up but also how they quickly become obsolete and take up valuable space in our cloud storage.

Depending on how often people share files with you, this step (reviewing your ‘Shared With Me’ files) could be one of the longest processes, because you’ll need to open a lot of documents to determine who they’re from and what they’re for (not everyone will be naming their documents in an easy-to-acknowledge way like you, you superstar!).

If the documents are no longer relevant, remove them (Google allows files to sit in Trash for 30 days before they’re automatically deleted permanently).

Come across something that’s still useful but you don’t work with or collaborate with the file owner any longer? Consider making a copy of the file, and then removing their copy from your cloud storage.

Oh, and if you come across something (in Google Drive) that has the ‘Remove’ option greyed out, you might try dragging it to your Trash bin. I had this same problem with one specific file and this worked!

 

Slow and steady wins the race

It may take some time, but if you commit to spending some time each week tidying up, your cloud storage will be sparkling!

I highly recommend reviewing your storage quarterly so that you can stay on top of everything, then you won’t have to sift through years of files like this again. Be sure to put this in your calendar right away so you won’t forget!

 

If you continue these good file naming and organization habits, it will not only always be easy to find what you’re looking for when you need it, but you won’t run the risk of running out of free space. Sure, extra storage doesn’t cost a lot, but why spend anything you don’t have to?

Do you have any other tips to add to this list? Let me know: info (at) drva-2a7f12.ingress-comporellon.ewp.live

 

How can a virtual assistant help you with your business?  Book a free consultation call with me and let’s find out!

2022 Christmas Gift Guide

2022 Christmas Gift Guide

Last year, I created my first-ever Christmas Gift Guide, and I’m bringing it back for 2022!

With eco-friendly, budget-friendly and sustainable options, there’s something for everyone right here, in one list. Enjoy!

 

GiftIdeas.ca

This site is GREAT! They provide amazing gift options for every personality type and every budget. They also provide local options and various occasions to shop for (great for year-round!)

Check them out here.

 

All Things Being Eco

This site offers gifts for under $10 and has wonderful options for men, women and kids. They also offer gift cards and zero-waste gifts.

Canadian-based, it’s definitely an option to consider if you want to support Canadian businesses.

Find them here.

 

Storyworth

This website, via subscription, sends the recipient weekly questions (probably many you’ve not thought to ask!) to answer via email. Photos can be included with email responses, too. At the end of the year, they’ll print a book and mail it to the recipient, full of the recorded stories and photos.

This is a perfect idea for parents and grandparents, and at $139 CAD, it’s truly the gift that keeps on giving!

Check it out here.

 

Elfster

Looking to cut back on your gift-giving budget? Elfster is the place to go.

Create a gift exchange (Secret Santa-style) and the support elves will match you up with your Secret Santa, anywhere in the world, with loads of online gift options and you get to set a dollar limit, too.

Simply sign up and supply the names and email addresses of those participating, and they do the rest. When your friends sign up, they can create a wish list so you have an idea of what they’d like to receive.

Learn more about it here.

 

Locally-Sourced Fair Trade Coffee

This is the perfect gift idea for the coffee lovers in your life, and it’s not hard to find. Simply Google “sustainable coffee” along with your city/province and there should be some results that come up.

 

Themed Gift Boxes

Similar to gift baskets, but boxes are much cheaper! You could even use mugs, mason jars or any cute containers from the dollar store.

There are so many ideas for this one, here are some examples of boxes you could put together:

  • Example 1 – pizza gift card, a packet of microwave popcorn, a small game or Netflix gift card for a movie night in
  • Example 2 – a collection of your favourite recipes (think 5 or 6), some measuring spoons and maybe a specialty item from one of your recipes that may be hard to find
  • Example 3 – anything to do with pampering – nail polish, slippers, lotion, face mask
  • Example 4 – homemade cookie mix with baking instructions and packages of individual hot chocolate mix

The possibilities are truly endless and so easy to personalize. Add a little card with a note and you’ll warm someone’s heart.

 

Empowered Goods

This company offers hand-crafted leather goods in an effort to reduce poverty, by paying their artisans a healthy living wage.

From key chains to bracelets and earrings, you’re sure to find something you like, AND help end poverty.

Check them out here.

 

Mixbook or Shutterfly

In this day and age, we can do almost anything with photos. From prints, photo books, calendars and other photo gifts, the possibilities are amazing.

Check out Mixbook and Shutterfly.

 

Mala

Buy a candle, plant a tree. Hand-poured soy candles smell amazing and also DO amazing things. They’ve partnered with Trees for the Future to plant a tree with every candle purchased.

Check them out here.

 

Mercy House Global

This company, based in Texas, empowers women around the globe. They provide for the rescue of pregnant girls in Kenya and provide a home for them.

They also empower their families with dignified work to redeem future generations via partnerships and sustainable fair trade product development.

Learn more here.

 

Euclid Farms

A chemical-free urban flower farm and floral shop, they grow chemical-free flowers from May to November and support local greenhouse growers during the winter months.

They also have a selection of beauty and lifestyle products available.

Learn more here.

 

 

How can I help you? Book a FREE call with me right here, and let’s move your business forward.
How to Get Started With a Virtual Assistant

How to Get Started With a Virtual Assistant

Congratulations – you’ve finally admitted that you need some help with your admin/social media/email marketing/website maintenance!

You’ve found a fabulous virtual assistant (bonus points if it’s ME!).

You’ve reviewed and signed the contract, paid your retainer and received a receipt for your payment.

NOW WHAT?

Well, I can’t speak for other VAs, but if you had your consultation call with me, I already have an idea of what you need help with, as this is one of the first things I ask on a call. In fact, I even go so far as to include those tasks IN the contract itself.

So now, it’s just a matter of getting organized, prioritizing and ticking things off your to-do list (even MORE bonus points if your to-do list is on Trello or a similar application).

 

Make a list, check it twice

I agree, it’s far too early for Christmas references, but I digress.

Having that list is not only going to help you keep track of what needs to be done but prioritizing the tasks on that list is going to help someone like me figure out what’s most important to YOU.

If you didn’t already know, I offer a free VA Delegation Worksheet, which you can download here. Spending a few days or a week with this beside you as you go about your day is going to help you figure out what you need or want help with most.

 

Share your passwords

I know, I know – this goes against everything you’ve been told: Never share your password with ANYONE.

Unfortunately, there is just no other way that someone like me can perform the tasks you need doing without log-in credentials.

There are many secure ways to transfer this sensitive information, especially when it comes to apps.

I personally use LastPass with my clients and love how easy it is to share this information. You will need to create a free account in order to benefit from using it, but once you’re set up and know what email address to share the info with, you’re all set!

Another secure way to share private information is 1ty.me – this is a great method for quickly sending information securely to another person – these are one-time, self-destructing notes that are sent via a short link to the intended recipient.

Lastly, your virtual assistant should take a few minutes and make sure he or she can log into your accounts. It’s preferable for the client to be online and available during this period, in case verification codes need to be sent quickly (as most have a very short time limit).

 

Set up a project management system

The best way to know what’s going on at any given moment in time is to set up and maintain a project management tool that both you and your VA can access.

This is PERFECT for teams in different time zones, too!

I use and love Trello – I use it for home management, as well – I love it THAT much!

In my experience, the ideal set-up for this tool is to have lists for:

  • Basic important information (contact details, release dates for newsletters or blog posts)
  • To-do
  • In Progress
  • Waiting on Approval
  • Done

It’s always wise to clean out the Done list somewhat regularly.

 

Communicate

This can be done any number of ways, and is totally up to the client, in my opinion.

I have clients who insist on using Zoom every week or every other week for face-to-face updates – this offers both parties an excellent opportunity to clarify and ask questions, and let’s not forget screen-sharing!

Some of my clients prefer email communication, in which case, screenshots of things come in super handy.

I also use WhatsApp with my clients, for all those short, quick bits of conversation.

And yet others prefer to use a mixture of all of the above!

 

I believe in making things as easy as possible for my clients, from booking a consultation call with me to taming the chaos.

How can I help you? Book a call with me right here, and let’s push your business forward.

5 Ways to Improve Your Monthly Newsletter

5 Ways to Improve Your Monthly Newsletter

Don’t you love researching on the Internet, and coming across a site or blog article that MIGHT have just what you’re looking for, but before you can get to the good stuff, there’s that annoying pop-up asking you to sign up for their newsletter?

 

I mean, that’s great and all, but until you have a chance to read their content, how do you even know you want to continue to hear from them?

 

That’s why I’m sharing some tips and tricks that I’ve picked up in my years writing newsletters for clients. Here we go:

 

Offer a valuable freebie

Offering a freebie that is just so appealing that your visitors can’t resist signing up to get that free thing is the way to go. Instead of having your sign-up pop up on all your blog articles, have that juicy freebie in a side-widget, or in your header area, maybe a banner (I don’t recommend a footer because how many of us ACTUALLY scroll all the way to the bottom of the page? Right?)

Even if your new subscriber unsubs shortly after getting that freebie, if it is good enough, the chances are better that they’ll return, sign up, and stay on your mailing list.

That’s just the beginning, now you need to think about newsletter content!

 

 

Continue the quality

So they’ve signed up, gotten the free thing, and they haven’t unsubbed yet. So far, so good.

Don’t botch it by sending them a lame newsletter! No… you have to keep that quality going, offering little nuggets of gold in each newsletter. But don’t put all your eggs in one basket… it’s better to spread these nuggets out over several newsletters. Expanding on what you’ve given them in your freebie is always a good idea!

 

 

Include updates

Industry updates and information is always important to include in your newsletter. If your business is seasonal, it’s a good idea to talk about what’s NEXT. One newsletter I read religiously is a homesteading update, and they are always telling me what I should be doing NEXT to prepare for the next season.

 

 

Have a blog?

Again, you should make your content as juicy as possible to keep them coming back, and this includes your blog posts. Link to these posts in your newsletter to get traffic going back to your website.

 

 

Sing your own praises!

Show off your best testimonials – this is social proof that you’re as good as you say you are

 

Last but not least, add your contact information. You definitely need to let your subscribers know how to contact you – and when they do, respond as soon as you are able 🙂

 

I can help you get your newsletters set up and sent out regularly!  Book a free consultation call with me and let’s talk!