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!

A VA Never Stops Learning

A VA Never Stops Learning

When I began my VA career, I assumed I’d be working with clients’ social media, website/blog and newsletters, and I was not disappointed. I worked with all of those aspects and more.

I can safely say that in my career as a virtual assistant, I’ve not only been blessed with clients I love to work with, but also tasks that I thoroughly enjoy. But going above and beyond even that, I’ve been lucky to continue learning as I go, too.

It’s important to me to continue learning in my career because I can use the knowledge I’m gaining to better help even MORE clients. Here are a few things I didn’t know how to do when I started:

 

I had no idea what a summit was, or how to help host one

In December of 2020, a client of mine was at her wits’ end because her virtual assistant, who had promised to help her with an online summit event, backed out and left her hanging just a couple of days before things were to kick off.

While that situation is awful all on its own, enter me, who’s never worked on something like this ever before. Not only was this client brand new to me, but figuring out how to work around a five-hour time difference while being supportive in any way I could possibly be was all I could do.

Once this event concluded (seamlessly, I might add!), this new client was thrilled with how I had jumped in and gotten things taken care of – and is still my client today.

I have gone on to research potential speakers for her events, and have even reached out directly to those speakers to invite their participation. I’ve helped with email marketing, sign-up registration forms and even some video editing.

And I help other clients with this knowledge, too.

 

 

While I love to entertain, I’d never worked with any event planners

I love setting up events – it’s the admin in me, I’m sure. From parties to BBQs to camping trips and more, I consider myself to be quite good at event planning – despite the fact that the weather almost never cooperates for my outdoor events.

Then I began working with another virtual assistant – what struck me the most right from the beginning is how similar our tastes are, despite living so far away from one another (another 5-hour time difference!).

So, when she approached me this year about starting an event-planning business, this was once again, brand new territory for me. How did I help?

A lot of the initial work involved research – to find out what was available in her immediate area, what radius was serviced by other event planners in her area, and what they were offering. She struck gold because here in the GTA, event igloos are just not as popular as they are in the UK! She was able to secure a business and I’ve been supporting her ever since, in many various areas, including design aspects, idea generation and of course, a sounding board.

 

All of this is to say that where there’s a will, there’s a way and virtual assistants are pretty versatile!

 

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

Creating Routines in Your Business

Creating Routines in Your Business

There’s no denying that when you run your own business, having systems or routines in place is key for keeping things ticking along. After awhile, it becomes second-nature because you’ve been following the same routine for so long, they require almost no thought.

Whether you’re at the beginning of your business, or are looking to tweak your existing routine, read on for some helpful tips:

 

Establish a regular work schedule

When you were working for ‘the man’, you had a schedule, whether those hours fluctuated or they were the same each week.

Some folks say that it’s more difficult to stay on track when you work for yourself, but I disagree. If you set a work schedule for yourself, then you know when your “work brain” should be on, and, maybe more importantly, when to shut the work brain off and step back.

Just make sure that your customers/clients know when that schedule is. (I have a great blog post that discusses protecting your boundaries, which you can read here.)

 

Schedule fun into your calendar, too

One of the perks of having your own business is the control you have over your schedule – and it’s easy to get bogged down by the business side of, well, business!

So, to combat this, I recommend scheduling calls and/or appointments with friends and family. This can break up the monotony and leave you feeling like you have a full, enriched lifestyle, which is the whole point.

Schedule a fun lunch date with friends, a walk or even plan to meet up with your spouse.

 

Take plenty of breaks

If you’re anything like me, you may find it difficult to tear yourself away from a project you’re in the middle of, especially if it’s an enjoyable one. But then come along the projects that are more challenging or downright frustrating, am I right?

Whether the projects are fun or frustrating, it’s important to take plenty of breaks in your day. It doesn’t matter if you’re taking a walk around the block or simply making a cup of coffee or tea for yourself, stepping away gives you a chance to clear your head, and often can refresh your mind to take on the next portion of the project.

 

Start your workday every day at the same time

Establishing a set start time to your workday is key in developing a work routine. It can be as simple as sitting down with a cup of coffee, reviewing emails, checking messages and then beginning your work.

You get to decide how it all happens, that’s the beauty of it!

End your workday every day at the same time, too

Just as it’s important to establish your “go” time, it’s important to know when to switch off. If you work from home, this can be twice as challenging, to say the least. But it’s important to end your workday and embrace your personal life for that work-life balance we all hear about.

Save your projects, file your paperwork, jot down your to-do list. Switch off your computer and tidy your workspace so it’s ready for the next workday.

 

From time to time, it’s also a good idea to review your routine, and decide on what’s working and what isn’t. Then make changes accordingly.

Hiring a virtual assistant can be helpful in keeping to your routine!  Book a free consultation call with me!

Steps for Hosting a Virtual Event

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

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.