Changing Direction – A New Calling

So I’ve decided to refocus the branding of Virtual Admin MDs. Don’t get me wrong, being a virtual assistant is a rewarding career for those who have a passion for it. Even though I may be good at it, it is not the same as having a passion for it. However, with I think that I have realized what my new passion is.

It’s as simple as “talent retention”!!!! It’s those two words that corporations, from upper level management and every direct report in between sometimes take for granted. In this global financial crisis, more and more companies are putting on hold their formal rewards and recognition programs for employees. This is being substituted with inconsistent recognition of employees whenever everyone can fit it in their calendar or not at.

Let’s face it, we know that cuts to involuntary programs maybe inevitable for now but let’s not forget the simple basics of what motivates employees. Yes, compensation would be the first on most employees lists but getting down to it most employees are satisfied with simple recognition of a job well done. Especially if external stakeholders have noticed, passed the word along to a direct report and to have no mention made of the employees efforts leaves good talent feeling unappreciated.

Just because we are in a global financial crisis doesn’t mean that we have to risk loosing talented employees because we are putting prasies on hold. Employees want to feel valued, especially in tough times like these. They want to feel as if they are contributing to the overall vision of the company and that their direct report is taking notice of their efforts.

Finding employees to fill a position is simple – it’s finding the “right” employee that will put forward best practices that is hard to find. Therefore, employers shouldn’t loose sight of what’s important here. The bottom line does play a big part in retaining talent but remember that implementing reward programs such as an “employee spotlight” or honorable mention would do alot to help boost company morale in a time where all wonder about the state of the world’s economic uncertainty.

With all of that being said – VAMDs is now going to focus towards talent recruitment and retention consulting for mid to large sized companies. Send an email to info@vamd.ca to find out more.

Knowing your limit – Eliminate Small Business Burnout

Your reasons for becoming an entrepreneur is unique to your own personal situation.  For me, I decided to start my own business because I wanted to be home to have more autonomy when it came to my workload.  I just recently had a baby and wanted to be able to spend time with the baby (and my two other children) but also be able to keep myself busy during downtime. 

So I decided to build upon the strengths that I already possessed and started VAMDs.  As with any small business the work trickled in and then started gaining rapidly.  Soon, every moment that I wasn’t spending with the kids I was doing work and finding myself up until all ours of the morning trying to make sure that deadlines were kept.  I guess it goes without saying what started to happen, the ball started to drop and my clients were starting to wonder if my quality of work was starting to slip. 

In actual fact, it wasn’t my quality of work it was me starting to loose track of my clients assignments because I was taking on more than chew.  I was trying to balance my workload all while taking on more assignments believing that I could handle it and not considering the fact that not only was I doing my client’s injustice but I was slowly buring myself out.

It was at that point that I knew I had to start fresh, so I cleared up all my projects that were time sensitive and advised my clients that I was going to concentrate on current projects and unfortunately would not be able to assist with any new tasks until further notice.  My clients were very understanding and as much as it felt like I was disappointing clients I knew that this is what I needed to do in order to provide the type of service that my clients were expecting.

So whenever it feels you are running yourself into the ground trying to accommodate new and current projects, you need to think about either:

1. Stepping back and completing the projects that need to get done before they become outstanding
2. Adding another member to your team to help aliviate the workload.

Remember, there is no need to take on every job that presents itself, your clients will appreciate someone who is focused and can get the job done rather than someone who is scrambling for time and thus producing work that lacks quality.

Until the next time!!!

Customer Service Satisfaction – Keeping your Clients Happy

It’s just fact, you can’t please everyone! No matter how well you think you’ve done a job or project for a client, some clients just won’t be satisfied with your work.  So what do you do?  I’ve worked for plenty of companies who’s belief is “oh well” but I just don’t think that it’s the right perspective to have.  Yes, the whole point of your business is to grow your clientele, however, it is the loyalty to existing clients that gives your business a good reputation and longevity.

Nowadays, too many business owners believe that just because monies have already been paid, there is no need to offer a dissatisfied customer a discounted price or some other incentive so that the client would want to use their services again.  This is where we loose the moral ethics that stand for customer service.  For instance, you may have a situation where a client is not satisfied with the job done on a report that you needed to create from hours and hours of research.  What do you do?

My suggestion for a solution…offer a discount on another service that your client may be interested in or perhaps deducting some money off your next month’s invoice (bearing in mind that you do need to make money for yourself).  When doing this, you are showing your client that not only is their business important to you but so is their faith in your work.  Remember that the biggest marketing tool is word of mouth and you always want your clients to have great things to say about you and your business.

Spreading the Word – Networking and Relationship Building

Being a VA, sometimes you tend to rely on the fact that you’re services is brought to people’s attention through the World Wide Web.  However, being virtual doesn’t always mean that we should hide behind the faces of our websites and blogs.

One good way of getting yourself and your business known is by face to face networking.  There is an array of networking groups that usually have chapters within your local area.  Business Network International (BNI) is one of the largest referral by mouth association.  What makes this association so unique is the fact that for each chapter, there can only be one member for each profession that is represented.  This allows you to be the expert on the VA profession and share your growing insight into the industry.

Another great way to network is through industry webinars and tele-classes.  Not only to you get to participate in informative classes with informative that help to excel your knowledge about being a VA but you also get to network with industry experts and tap into the wealth of information that they have to offer.  CVAN always has a great line up of seminars some of which are available to members free of charge.  When I took part in my first tele-class, I was amazed at the invaluable information that I walked away with from VA`s who were from each end of the spectrum – they were either newbie’s like myself or industry experts.

Also try to get out to a course of two – I find that nothing makes for a good networking opportunity than being in a room full of strangers learning the same thing.  You would be surprised at how many conversations are struck just by talking about whatever you have in common which usually is the topic of the course for that day.  I also find that once you have gotten through the initial introduction, most people are interested in what you do for a living and most of the people that I have encountered are intrigued by the whole VA industry and want to know more about me and what I do.

Network, network, network – I would say it is one of the top five keys to achieving success in your business.

Tips for Hiring the Right Virtual Assistant!

You’ve assessed your needs and determined that you are going to hire a Virtual Assistant- so now where do you start your search?  Most businesses owners that decide to utilize the services of a VA don’t know where to begin the search. 

Virtual Assistants are nothing more than a click away (pardon the pun).  You want to approach the search the same way you would if you looking for a full-time employee.  A google place to start your search is on association websites for Virtual Assistants and depending on if you are looking for a VA with in a particular niche there are associations that have a directory of member based on their speciality.

Most of these associations offer an Request for Proposal form where you can submit an RFP that outlines your needs and in turn that RFP is sent to the entire membership.  Most likely than not, you will have an abundance of response that you can then filter through and contact the prospective candidates.  Now time for the interview.  Since you’re looking for a VA, most likely you will have a virtual interview.  To narrow down the candidates you should:

Step 1 – conduct a phone screening interview, this will help to decipher who you would like to move forward to the next step of the process and who you would like to eliminate.

Step 2 – For the remaining candidates, send them a questionnaire with questions that will help you to find out more about their work ethic and their personality. 

From that point on, you should have been able to decide on the final two candidates and a word from references will help you to reach an airtight decision. 

A carefully thought out selection process coupled with a prospective VA who has the proper credentials and a membership in good standing with any VA network association will get you on your way to – hiring the right VA!