virtual assistance Archives - Page 6 of 16 - Denise Riches

Steps for Hosting a Virtual Event

I think it’s safe to say that I’ve always enjoyed planning events. From get-togethers with friends to my kids’ birthday parties and family barbecues, I’ve always felt a bit of a buzz. Many virtual assistants are admin-based and just love the planning stages – I am no exception. There’s something to be said about planning a virtual event: it’s just as fun!

I’ve been lucky enough to help with several virtual events that my clients have hosted and I’ve come up with a checklist (I offer a PDF version at the end of this post) that would be useful to anyone planning to host a virtual event of their own.

Planning Stages

Always choose the date of your virtual event and plan backwards, ensuring you have PLENTY of time for marketing your event (I’d say at LEAST two months, if possible).

How far in advance you need to start planning depends on the type of event you’re looking at hosting. If you are hosting a summit that may require a series of speakers on a particular subject, you will likely need to start at least 6 months prior, earlier if possible. Consider that research will need to be done on the speakers, sending out initial emails, follow-up emails, arranging virtual interviews to allow you to get to know one another beforehand, etc.

If you are including several speakers, you’ll need to write introduction emails and follow-up emails to send to them. Hiring a virtual assistant to assist with this huge task will save you TONS of time.

If you are holding a webinar or challenge, your job is much simpler, but it still requires a lot of moving parts:

Writing copy for and designing a sign-up/registration page
How attendees will be separated in your mailing list (tagged or own list?)
How attendees can report issues with the process
Writing and scheduling automated emails

And that’s just the tip of the iceberg!

Emails to Consider

We are operating on the assumption that you have an established email list going into this, and there will be several emails to send.

I’m sure at one time or another, you’ve signed up for a webinar or challenge, and you received several reminder emails in the process. Yours will be no different.

You will need an initial thank you/confirmation email (Thanks for signing up!), reminder emails, event details emails and feedback emails. Don’t worry, I list these in the PDF download included at the bottom of this post.

Event Materials

This largely consists of the promotional part of the project, which includes social media images and captions, developing an event-specific hashtag if possible, creating a workbook or free download for attendees to take notes, and creating an event agenda or guide, especially helpful for letting attendees know what’s in store.

The majority of these materials can be created in Canva, which allows for branding and downloading in many formats.

The Main Event

Some folks use StreamYard or Zoom for their events, regardless of where you’re hosting your event from, make sure you are able to record it. There will be several attendees that won’t show (it’s not a reflection of your event, or even you! Sometimes, unexpected things happen, or people expect there to be a recording because they know they can’t particpate live). Sending attendees a recording gives you another opportunity to connect and present your call-to-action – a crucial part.

After the Event

There are some housekeeping tasks, just like any in-person event. You may need to edit the recording before uploading it to a platform you can link to in your follow-up email.

Sending your attendees a survey after the event is a terrific way to gain feedback for future events. It helps to fine-tune your event. If your event was live, fixing any bugs will streamline future events, and allow you to possibly turn your event into a paid, evergreen course later on.

Pay close attention to the feedback you receive, it’s only going to make your next virtual event that much better.

Here’s a handy checklist for you to download, it contains all the steps above in an easy-to-digest format. Enjoy!

Hiring a virtual assistant to help with your virtual event will make it a complete breeze! Book a free consultation call with me!

How to Start The New Year Off Right

January is often referred to as a fresh start, or a clean slate. There’s really nothing better than looking at the new year in front of you and making plans for how you’re going to spend it.

This is also the perfect time for cleaning house, so to speak. Your business may also need some refreshing, so here are some ideas:

Inbox Detox

Many companies are updating their policies and will be sending you emails to let you know about upcoming changes for 2022. This is a fantastic time to review who you do and do not want to hear from. Be ruthless with that unsubscribe button, and you’ll enjoy less junk in your inbox in the New Year.

Refresh your social media

If you are using an evergreen content scheduler, and it’s been cycling through the same stuff for the last year, consider updating the text and the images you’re using. This is especially true if you haven’t yet incorporated your newest head shot yet.

Review your social media connections

This is pretty self-explanatory but it’s a good time to review your connections and remove any that don’t serve you.

Review your social media ‘groups’

Have you had a peek at how many groups you’ve joined on social media? You may be surprised to see just how many you’re in. This is the perfect time to decide if they still serve you. Removing yourself from groups that no longer apply to you or your business will clean up your social media feeds and reduce the clutter (and probably some stress, too!)

Update your website’s backend

Check for updates for your plugins and site builder. Then add this task to your calendar so you’re reminded to do this on a regular basis.

Beat the January Blues

Make some fun plans for the first couple of weeks in January. December is incredibly busy, full of get-togethers and festivities, which inevitably brings on the January Blues. By planning a few fun activities in January, you’ll ease into a slower social schedule rather than be thrown abruptly into it.

It’s important to regularly cull things from our lives that are no longer as important as they once were – this can encourage growth and promote good mental health. I really hope you’ve found these tips to be helpful, and I wish GREAT things for you in the coming year.

Wouldn’t it be a DREAM to have your admin taken care of? Book a call with me to learn more.

Protecting Your Boundaries

Boundaries. What does that term mean to you?

Recently, in weekly client strategy calls I’ve had with a couple of my clients, they’ve surprised me by telling me how much they appreciate my business boundaries and even went so far as to say they would like to adopt something similar in their own businesses.

I found this a bit surprising because my boundaries don’t always accommodate my client’s working hours (time zones, work hours, etc. – but don’t worry, we always make it work for both of us!).

So, what exactly are they talking about? I’ll explain:

Weekly Work Schedule

It’s important to have a REGULAR work schedule. This is especially true for those with families. It doesn’t matter if you are working from 6 a.m.-noon daily, you’re the typical 9-5 business owner, or you work late afternoons into the evening. The key is being consistent with your schedule so that your clients will always know when they can reach you.

Determine what holidays you will be away from your desk. It’s important to spend quality time with loved ones on major holidays, and that goes for YOU as well.

Work out your vacation weeks WELL in advance (I advise that you do this in January or February when it’s cold, crappy and we’re all dreaming of summer), and communicate that with your clients/customers. Either send out a personalized email with this information to your clients/customers or have it in your out-of-office at least a few weeks prior (more on this later!).

Daily Working Hours

Just like having a consistent weekly schedule, it’s important to also work consistent hours during the day. Of course, if you’re self-employed, this also doesn’t mean you’re chained to your desk. Let’s be honest, one of the key reasons we decide to become our own boss is so that we have certain freedoms that we didn’t have in the workplace.

However, being available during specific hours of the day, just like days of the week, means your clients/customers know when is best to reach you.

And if you’re out having a tooth pulled, you don’t have to TELL your clients that! You can simply say you’re away from your desk, and you will look into it as soon as you are able. Providing an ETA is even better – it lets them know they ARE definitely a priority.

Out of Office

This is a blissful little tool to have, and most email clients have it, thank goodness. If you aren’t sure how to set this up, Google something like, “How to set up out of office in ____”. There will be step-by-step instructions to walk you through it.

What do you say?

My own O-O-O says:

Subject: Thank you for your email!
I apologize for the autoresponder but I wanted you to know that your email is very important to me.
I am out of the office on (this date) and will resume my regular working hours on (this date). Thank you, and have a wonderful day!

There are even out-of-office generators that you can find online – some may be snarky/funny, so just be sure you REALLY have that kind of relationship with your client/customers so that they won’t be offended. I try to stick to politeness and professional.

Self-Care

One of my favourite quotes is “The only people who get upset about you setting boundaries are the ones who were benefiting from you having none.” – Unknown

It’s true, and I have experienced first-hand, push-back on my boundaries. Clients/customers who truly care about you, and enjoy working with you will not only respect your boundaries, they will help you to protect them, simply by REMEMBERING them.

Having boundaries, to me, ranks WAY up there with self-care. I feel this way because no one else is going to protect your time, so it’s up to you to do so.

“Working for the man” usually means you have to work days/hours THEY want you to. It also means that getting vacation time can be tricky, and you may not even get the specific weeks you want. And to get more than a few weeks per year, you have to spend a LONG time with the company to earn them.

Being a business owner has its perks and us business owners need to take full advantage of them!

I hope you’ve found this blog post helpful – and a huge shout out to the clients who suggested that I write this post!

Book a free consultation call with me and let’s talk about moving your business forward.

Achieving Flow in Your Business

Tell me if this has ever happened to you:

You begin a project that you really enjoy – it engages you to the point where you lose all track of time. You literally sit down to work, and the next time you look at the time, HOURS have gone by. But instead of feeling drained or tired of the task, you feel completely engaged and happy.

THAT, my friends, is called ‘flow”, or alternately, ‘zone’. And it’s a wonderful thing.

When work doesn’t feel like work, that is the best kind of work to do and work that you should strive to get more of in your life. Here are 8 ways you can achieve flow:

Choose tasks that are JUST challenging enough

Studies show that if the work (or challenge) is too great, we become disheartened and can begin to feel anxious about the task, which gives us a negative feeling that we will associate with similar future tasks.

Aim for projects that balance both skill and challenge, and if you strike the right balance, you’ll find your enthusiasm will increase,

Have a clear understanding of the task at hand

It’s fairly obvious that the clearer the task outline is, the easier it will be to go from start to finish, whereas if you get partway through the task, and experience a hiccup of sorts, this can be construed as a minor setback, which interrupts the possibility of “flow”.

Give yourself uninterrupted time

Reducing interruptions to the best of your ability will allow you to immerse yourself in the task, giving you a greater chance of achieving flow.

Determine your most productive time of day

This is also known as biological peak time. Do you work best in the morning? Aim to block out time in the morning for specific tasks that require a lot of attention. If you’re a night-owl, the same applies – block out your evenings and limit all distractions.

If music helps you achieve flow, make sure to tune in

Some people work best with music, others need complete silence. There is no right or wrong answer with this, it’s very individual. Choose what works best for you and stick with it.

Have a clear goal

When you’re able to establish a clear goal, it helps with limiting distractions, and keep your mind from wandering off-task. Without knowing the expected outcome, how will you know when you’re actually finished the task? Without this goal, you’ll be more likely to procrastinate, therefore, you won’t enter flow.

Enjoy some caffeine

Caffeine’s not for everyone, but if it doesn’t produce any adverse effects, coffee can help you focus more intensely, work longer and improve your short-term memory. The ideal amount of caffeine? About 200 mg (or two cups of coffee).

Stay hydrated

We all know how important drinking water is for our overall health, but did you know that without sufficient hydration, your energy production decreases, which leaves you feeling foggy and fatigued. In order to achieve flow, your mind needs to feel sharp and up to the task. Drinking adequate amounts of water can enable you to think up to 14% faster! Fill that glass!

When you reach the state of flow, you’ll definitely know it. You’ll feel ultra productive and uber happy. Like a superstar! Tasks you enjoy working on play a very big part in achieving flow, so when you find the right ones, make note of them and look for more of the same.

Need some help with social media? Book a free consultation call with me and we can talk about your business needs.

VA Superpower: Research

One of the first key things I learned when I became a virtual assistant in 2016 was, “people will pay you to do things you love to do because they either don’t like the task or they just don’t have time to do it themselves“.

This fact blew my mind back then, and it still does today.

When my clients ask me to take on a research project, I crack my knuckles and get ready for some fun, because it’s something that I love to do. And not even just for clients, but also for myself. Sometimes, it’s hard for me to believe someone wouldn’t like to do that themselves… but I get it.

Because there are tasks I don’t enjoy doing either (don’t ask me to chase invoices, for example!).

Types of Research Projects I’ve Done

So, you may be wondering what types of things I’ve been asked to research.

One of my first projects was to research a Canadian holiday to Banff, Alberta for a U.K. client. She wanted to travel to Canada with her husband, and wanted to know the best time of year to go, what types of wildlife were in the area, sites to see, restaurants to try, and gas stations that were close to their hotel (I researched hotels, too). It was an epic opportunity to brag about Canada and all we have to offer (and of course, you cannot come to Canada and NOT have a Tim Horton’s coffee!).

Another client wanted to share inspiring quotes from well-known people, so that I could recreate those quotes to images in Canva (another one of my favourite tasks). There were, of course, stipulations with those quotes. They needed to relate to her coaching business, and spark some deep thoughts.

I’ve also spent time researching days of the year for clients. Did you know that just about every day is a special day for something? It’s true – check out Days of The Year. I take these dates, and plan out a month of social media posts, with related images and text. This is definitely a fun project!

Most recently, I’ve been working with a spa and wellness consultant who works with luxury, five-star hotels. Not only do I wish I was getting massages and spa treatments at these gorgeous locations, but it’s so interesting to learn about other parts of the world.

In Conclusion

Whether it’s where to go for a vacation, or looking for types of content to share on your social media channels, I’m happy to take on those research projects – which will, of course, tick one more thing off your to-do list, allowing you more time to focus on what you do best!

A more in-depth method of figuring out what you can outsource is my free VA Delegation Worksheet, which you can download here.

My job is to make sure that the job gets done. Let’s book a free consultation call and discuss how, together, we can move your business forward.

I look forward to hearing from you!

Click here to download your copy of 10 Things You Can Outsource Now.

Spring Cleaning Your Business

🥳 Sing it with me:🌷

🎶 It’s the most productive time of the year! 🎵

Spring cleaning: love it or hate it, it has to be done. AND, once it’s done, your productivity will shoot through the roof! Spring cleaning isn’t just for your house (but if it’s warm enough, DO throw those windows open and air out your home!)

Spring cleaning can (and SHOULD) be applied to businesses, as well. Here are some great places to start:

Your blog

Remove old blog posts from circulation.
Update blog posts that are still relevant.
Update your website plugins at least twice per month.

Your social media

Refresh your social media images and captions if you use a scheduler.
Update your business hashtags, making them CamelCase.
Reword/update your CTAs (calls to action).

Your inbox

Update your O-O-O (out of office) to safeguard your time. USE IT.
Strive for Inbox Zero. Failing that, get a grip on using labels and folders. Better yet, set up rules so that specific contacts are automatically labels upon receiving email.
Review old emails and delete/archive any that are no longer relevant.

Your files

Clean out large hidden files from Google: click on your storage used/capacity at the bottom of your inbox/Google Drive folder. Review/remove files that are no longer necessary.
Decide on a central location for ALL of your documents and files, both personal and business. ie: If you have some in Google Keep, others in Trello, and some in OneNote, pick one and move everything there.
Review online documents you’ve shared with others; make them the owner and remove yourself, if applicable.
Review online docs shared with you; remove yourself if applicable.

Other

Review saved posts/articles on Facebook, OneNote, Evernote, etc. Action them or delete them.
Create an online document that contains all of your testimonials. Store this in your central location!
Create an emergency procedure in the event that, God forbid, something happens to you. Your loved ones will know exactly how to wrap things up for you.
Review your saved browser bookmarks, remove or reorganize them.
If you don’t have a backup system in place for your website and your files, research and implement one.

These are just some of the things I do in my own business, and I can help you with yours.

Book a free consultation call and let’s discuss how, together, we can move your business forward.

I look forward to hearing from you!

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