Intake: Taking the Pain out of the Client Intake Process

I love processes. Like, I LOVE processes. I love it when things are streamlined and easy and you know what to expect, and did I already say easy?

Here’s why: I have a 3 year old.

With 3 year olds come all sorts of daily adventures and side-tracks. Just when he enjoys brushing his teeth, he’s going to turn around and have a meltdown when the toothbrush even comes near his face. Just when it seem he actually enjoys getting bundled up to get in the car for the sitters…. he’s going to decide SOCKS ARE MONSTERS and will refuse to wear them, or boots even, out in the FREEZING COLD WINTER. So we’re going to be late for the sitters. And then I’ll forget to pour a travel mug of coffee. And who knows where his lunch box is? And did I leave the sink running?

Again?

So, to nip all that in the bud, I (try to) set my coffee the night before, have his lunchbox packed and ready to go at a moment’s notice, brush his teeth in the car, have extra socks in his backpack because as soon as he’s out of my site he’ll realize that SOCKS ARE NOT MONSTERS and he’ll wonder why he’s barefoot and the sitter will think I’m a neglectful parent.

Sigh.

So, even though walls are falling down around you with a three year old, you can at least keep your business under control by having systems and templates in place. I learned this the hard (ok, annoying) way the first year of my business when I was always scrambling to pull together a nice email, or explain my policies, or send of a contract.

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So now I have all my ducks in a row. I have everything at the click of a mouse. I can prepare documents in the blink of an eye (which equals closing deals faster and welcoming clients to the roster!) and get things rolling.

And so can you! Let’s get your intake process under control. I’ve got wording for and “intro” email with all of the details you need to send to prospective clients. I’ve got a Policies document that you can build upon, or use word-for-word! And I’ve got a Service Agreement template that’s so succinct that you just have to add your own info and you’re good to go.

Aren’t you less stressed already?

Get all the details here, or click below to purchase!
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Bookkeeping 101: For the Work-at-home Mom who HATES Numbers!

Today is a special day!

I’m taking some of your stress away!

Do you hate numbers? Does it feel like they’ll drive you to an early grave? Yes? You too? I know, painful right?

Some people LOVE numbers and accounting and bookkeeping and all things MATH.

I’m not one of them. I find it painful, horribly painful. And yet it’s a necessary part of business – I mean, you DO have to know how much you’re making!

It didn’t take me long (seriously, I think it was Day 2 of Scratchpad Secretaries) to know I’d have to track everything, and in some sort of semblance of order, so I set my mind to an easy solution. (Easiest is having someone else do it, really, but in the early days I had zero budget.)

I fell back on my clerical course from 1992 for the basics of debits and credits (yawn, I know, but stay with me here…), found an old scratchy template, updated it, and voila! I had my business journal! Now, this was 2008, and a lot has changed since then. The old notes I had from 1992 were based on product and overhead – my business model is totally work-from-home and service-based. I’ve tweaked it and cleaned it up over the years as my business has developed and grown and this is what I have for you today!

An easy-peasy bookkeeping template for your Work-From-Home business! YAY!

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Brief overview of what you’ll be getting:

    • PDF package of Checklists & Glossaries. A bit of a reference manual to help you as you start to use the business journal.
    • Business journal template! This is the EXACT spreadsheet I use to track ALL of my income and expenses. It’s in excel so you can start using it right away.
    • BONUS: 15-20 minutes with ME! You get a free 15 minute phone consult to ask any questions as you get going. Remember though, I’m no bookkeeper – but I HAVE been where you are (and hey, I am the one that pulled together this spreadsheet so I can help you as you get going)!
    • BONUS: Client Invoice template. This is the exact invoice I use to bill clients. This is for hourly billing but you can totally tweak it to suit your needs. Also in excel for ease of implementation!
    • BONUS: Fast-Action Checklist: A handy checklist to refer to each month as you input your income and expenses into your Business Journal. You know, the little things you don’t want to forget!
  • BONUS: Sample page of business journal – taken directly from my own books! This will show you some real-life examples of how to record everything from client payments to paypal “paycheques” to gas, meals, software, etc. YAY FOR REAL-LIFE EXAMPLES!

You’ll be getting the tips, terms, samples and templates that I use on a monthly basis to stay on track with my money. To know exactly what I’m making, what I’m spending, and how to project for the future.

If I can do this, anybody can. It’s never been more true, and it’s never been more easy.

And it’s never been more affordable! You get all this, delivered directly to your inbox, for only $17.95.

What are you waiting for?

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From the Horse’s Mouth

When I was first starting out as a VA, I listened to WAY too many people. I listened to them saying things about making sure to put a little chart on my website showing just how much money people can save by hiring a virtual assistant instead of an in-house assistant.

“You have to educate people on what a VA is and how we can save them money.” (Dude, my bet is on the smart people finding me – they already know the value of virtual, that’s why they’re looking for me!)

“If you price yourself too low, you’re going to make the rest of us look bad.” (Trust me, that’s not what’s making you look bad.)

“I make all my clients fill out a questionnaire of about 20 questions so I know exactly what they are looking for in an assistant.” (First of all, you MAKE your clients? I wouldn’t make my clients do anything. Secondly, it’s my belief in my own business (and my practice), that I’m here to support them in making their lives easier and less full of, oh I don’t know, filling out forms?)

Which brings me to my point.

Because believe it or not, I do have one…

Don’t make your prospective clients fill out a form.

Sure, you can have it on your website and they can fill it out if they choose. That’s fine. That’s dandy. That’s probably smart – to give them an option… but for goodness sake, don’t make them. They don’t have time! That’s why they need YOU.

Case in point:

I joined twitter in May 2008. In August of 2008 I signed up for Tweetbeep, which was a service that would alert you when your chosen keywords were tweeted. (Not sure what really happened to it. It worked fine for a little while but then was rather sporadic and now is nonexistent it seems.) Anyway, I got an alert that someone was looking for a Virtual Assistant. I sent her a light and friendly tweet letting her know I was a VA if she wanted to chat at all. She sent me a DM with her phone number, asking if I would mind calling her for a quick conversation.

So I did. And she hired me (Yay! She was my first client from Twitter!). You know why she hired me?

“Oh my God, thank you. Every other VA that reached out wanted me to fill out some long questionnaire and I just don’t have time for that”.

 

~ The End ~

You can call it Secretary’s Day, Admin Assistant’s Day, Clerical Worker’s Day, or Administrative Professional’s Day. Whatever you choose, it’s happening on April 25, and we’re throwing a party!

Join us on Twitter and Facebook for some tips on becoming a VA, tips on using a VA, tricks of the business, shortcuts to making your life easier as you work from home, 2 new products being launched, and discounts and giveaways throughout the day – but ONLY to those who join us online for the party, and ONLY on April 25!

Full details of the Admin Assistant’s Day party here.

See ya on the 25th!

Tweet it!

 

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Going from pain to PASSION!

In 2007 I was working in a corporate sales job.

(Really, I could end this post right there and many of you would get it.)

I remember going to my dear friends’ place for dinner one evening. They asked me, “So? What’s new? How are you?” and it all came flying out. That I have never felt physically worse in my life. That when I look in the mirror I see someone who is about 25 years older than I actually am. That my bones ached (I was 37! My bones shouldn’t have been aching!). That I felt so haggard and ripped apart all the time. That I felt so physically wrong, so SO physically wrong, that I kept going to my doctor and telling her SOMETHING IS WRONG WITH ME. LOOK AGAIN!

I also remember back in the workplace, hiding in my co-worker’s office and having long chats with her about how we could get out of management. She wanted out as badly as I did. (She has since left to stay at home with her children. YAY!) We were even talking about putting together a business plan and presenting it to the “corner office” – showing them how we could job share. Anything to get out of our current jobs and ease some of the stress.

We even joked that the next time a job posting came around for an admin role, or a position at reception, we should apply.

And then we stopped laughing, looked at each other and went “Hey,wait a minute! Why don’t we?!”.

You could feel that energy leap off of us and hit the fabric of the earth. Seriously. It was awesome.

And so we had a great discussion about doing just that.

The What Ifs.

The Hows.

The Whys.

Would corporate go for it, or would they be too embarrassed to allow it – after all, it would be a bit of a slap in the face (that was not our intent).

What would our spouses think – taking a massive pay cut?

And then the biggie: would we be doing ourselves a dis-service? We climbed that freakin’ corporate ladder! Now we want to climb back down? Would we be okay with not strategizing with the big players? Having less autonomy?

HECK YEAH!

But…neither one of us did anything. We went back to our cushy offices and carried on in our stress. Sticking with the perks of the job and not listening to our Self.

Fast forward to one exhausted morning in the doctor’s office. I created a whole business model around NOT BEING STRESSED. I created a successful business around assisting others administratively. I created my own reality. I designed my life around having the kind of life I wanted. I built a business to support others in easing THEIR stress.

Shall we say it again?

HECK YEAH!

I’ve been rewarded with having what I think are the best clients in the world. I’ve been rewarded with being there for my son as he grows up. I’ve been rewarded with an enriched life because I decided to start this business that I did.

And I’ve been rewarded, so rewarded, in that I can work in sweatpants (I haven’t ironed A THING since November 30, 2007.).

HECK YEAH!

You can call it Secretary’s Day, Admin Assistant’s Day, Clerical Worker’s Day, or Administrative Professional’s Day. Whatever you choose, it’s happening on April 25, and we’re throwing a party!

Join us on Twitter and Facebook for some tips on becoming a VA, tips on using a VA, tricks of the business, shortcuts to making your life easier as you work from home, 2 new products being launched, and discounts and giveaways throughout the day – but ONLY to those who join us online for the party, and ONLY on April 25!

Full details of the Admin Assistant’s Day party here.

See ya on the 25th!

Tweetable.

(this is a crosspost from Scratchpad Secretaries)

 

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I’m a Secretary!

There.

I said it outloud.

When my son was 3 weeks old we had to go see a specialist (there was nothing wrong – all good). As she was checking him out she was making small talk with me, asking what I did, etc. I told her, “I’m a Secretary”. I was so tired, I couldn’t be bothered to tell her that I run an Administrative Services firm and that I have clients all over the world. I mean my son was three weeks old. I was so tired I could hardly say my name. But I digress.

“I’m a Secretary.”

She actually stopped what she was doing and looked up at me, “A Secretary? That’s rather old fashioned and degrading, isn’t it?”.

(Yeah, she said that.)

I had a little chuckle to myself and couldn’t be bothered responding (three-week old infant. New mom. Exhausted. Tip for you new moms out there? Have someone drive you everywhere the first month with baby. You’ll be so exhausted it may border on dangerous driving, lol!).

Fast forward 3 years. Thriving business. Successful multi-va model. Client list growing on an almost-weekly basis. Contractors around the world.

Nothing old fashioned or degrading about that!

You can call it Secretary’s Day, Admin Assistant’s Day, Clerical Worker’s Day, or Administrative Professional’s Day. Whatever you choose, it’s happening on April 25, and we’re throwing a party!

Join us on Twitter and Facebook for some tips on becoming a VA, tips on using a VA, tricks of the business, shortcuts to making your life easier as you work from home, 2 new products being launched, and discounts and giveaways throughout the day – but ONLY to those who join us online for the party, and ONLY on April 25!

Full details of the Admin Assistant’s Day party here.

See ya on the 25th!

Tweetable.

(This was a cross-post from my sister site Scratchpad Secretaries.)

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Pssst… have you heard?

I’m throwing a party in honour of Administrative Professionals Day!

Get all the groovy details over at my sister site, Scratchpad Secretaries, and get ready to join the fun!

Coles Notes version? I’ll be tweeting and Facebooking from 9am – 5pm PST on April 25; dropping tips to both becoming a Virtual Assistant and how to work with a Virtual Assistant. Some fun stories and tidbits thrown in for good measure too. :)

There are a few ways to participate:

  1. Like us on Facebook and comment along with us on Wednesday April 25
  2. Follow us on Twitter and join the party using the hashtag #mwmb
  3. Send in your own stories about Administrative Professionals Day – they’ll be posted here on the blog and included in our Moms Who Mean Business newsletter!
There will also be a few surprises (shhhh… I’m releasing 2 new mini products and will be offering discounts – ONLY on Administrative Professionals Day and ONLY to those who participate!), so make sure to join the party, have some fun, and make some new connections.
Can’t wait to play!

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Q & A Fridays. It’s coming!

I’ve just announced to my list today (psst, sign up – it’s over there on the right!) that I’m starting a new series of Question and Answers. It’s “Q & A Fridays” (yeah I know, really original, lol), and it’s coming soon!

I’ve wanted to do something more interactive and get to know you all better, and people always have questions about what I do, or how I do it, or how I keep motivated or focused while working at home, etc etc etc. So I thought, “Hey! What a great idea! Why don’t I just answer these questions I get – but do it online!”

It’s a great way to interact more with you, great way to get to know you better, and it helps me to know how I can be of greater service to you!

PLUS?

I’ll totally give you some link love if you provide your web address. If you don’t want to be acknowledged over the interwebs? No worries in that regard either. See? No stress. That’s the name of the game.

All you have to do is submit via my contact form.

Easy peasy.

So that’s it! Send me your Q’s, I’ll post my A’s (in various formats!) and we’ll all be the better for it – and have some fun in the meantime!

Win Win, gotta love it!

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Dogs & Houses & Family & a Re-Release

We got our dog from a rescue in Los Angeles. Her story, what they know of it, is that her family lost their home due to the recession and couldn’t afford to keep her. (Sadly, she was surrendered to a high-kill shelter. For what reason we may never know – she’s the most laid-back Boxer I’ve ever seen in my life! – but I’m sure glad the rescue got wind of her and scooped her up!)

So, of course it breaks my heart that a family would have to surrender their dog due to finances, but it also breaks my heart that families are still losing their homes. That the economy is still so rotten south of the border. That people’s lives are being torn apart due to money. That this has been going on so long!

Fast forward to a few days ago. I’m on twitter and a friend of mine retweets a blog post from a gal that I’d never heard of. So I popped onto her blog.

And my heart starts aching.

  1. She’s a beautiful writer
  2. She’s willing to do anything, including selling her dream house, to be able to stay at home to parent her children.

See, this is what I’m talking about! This, I get. This, I understand! This is exactly why I do what I do. This is the kind of woman I just want to run up to and hug and tell them I’ve been there (not the recession, but wanting to, and willing to do, anything to stay at home with my son), and say “Look! Here is a financially viable business that costs ALMOST NOTHING to start, enables you to stay at home with your babies, AND participate financially in your household!” 

I want to shout it from a rooftop! People don’t know that this kind of work is available to them. This kind of business. This freedom. Even that there is an option to start a business without having to put money into it.

So… after reading her post, I put the pedal to the medal on my plans for version 2 of my first program “How to Start a Virtual Assistant Business – 6 No-Cost Strategies for Starting off on the Right Foot”. I finished re-recording the audio. I’ve turned it from over a 30-minute recording, to a (much more manageable for the busy mom) package of 8 short audios so you can listen to them as your time permits. (After all – what mom has 30 minutes to herself? This way, you can listen to a couple at a time, one at a time, or all in one sitting! You can download them to your iPod if you’re on the go or burn them to a CD for your car!.)

I’ve added an easy-to-read Table of Contents so you can easily reference the worksheets as you’re listening to the audios. And speaking of worksheets, I’ve added an extra one to really speed along a few of the start up processes and steps. And something reeeeeeally awesome? I’ve updated the Resource Guide with some cool new No-to-Low-Cost applications that I personally use to fuel my business and keep be sane behind the scenes.

And even more awesome?

It’s now only $17.95.

Yeah I know, right?

I’m all about breaking barriers, not breaking the bank. :)

So here you go. The new and improved version. At a bit of a mark down. With more good stuff included.

Here’s to your success!

 
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Be You

“If I’m going to sing like someone else, then I don’t need to sing at all.”

Billie Holiday said that, and boy, how bang on!

When I was starting out as a VA in 2008, I thought I had to teach the world what a VA was, and why it made more sense to hire a remote worker than an in-house employee. I had this silly little chart on my site, that soooooo many other VAs had on their site which broke down the cost savings of hiring a VA. I had this standard explanation of what a VA actually was, too.

So I was basically talking about VAs in general, instead of talking about ME! I wasn’t giving credit to myself, nor to potential clients. I mean come on, they’re not dumb. They know the cost savings, that’s why they’re looking for a virtual worker. And also? I wasn’t going after the corporate market, who would be the ones actually looking for an in-house assistant. I was looking to work with solopreneurs, not people with store-fronts or offices.

Above all else, it just didn’t feel right. I felt like I was trying to ‘fit in’. I felt cornered. I felt like I wasn’t being me. It felt inauthentic.

Yuck. That’s how I felt when I worked in an office, so why in the world would I make myself feel that way in my own business?!

I very quickly got that chart off my site, made up my own blurb about what I did, revamped my service offerings to what I wanted to offer, not what people thought a VA offered, and I felt much better. I started getting traffic and interest, and clients, because I wasn’t cookie-cutter. I wasn’t the same ‘ol, same ‘ol.

I was me.

People looking for a virtual assistant already know what a virtual assistant is. When they find my website, they see me on the home page, they see what I’m about on the About page, and they see what I offer on the Services page.

You’ve got to be you. The concept of what a VA is, isn’t going to sell you. YOU are. Be different. You don’t have to sell them on a VA, you have to sell them on YOU, baby! All of your spectacularness! (Did I just make up a word?)

Put yourself out there. Don’t be afraid, you’ve got nothing to lose!

Drop a note in the comments below and let me know how you plan on standing out from the crowd!

Tweetable: Be You in all your spectacularness!

 

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5 Tips for Turning Some-day into To-day.

Have a “Wow, that would be great someday” idea? Here are five quick pointers to turning that ever so elusive Some-day, into To-day.

1. Jot it down. Start writing. The moment you have that initial brainwave, that wonderful idea, even if it’s just an inkling of what’s to come, write it down! It doesn’t matter if it’s on your computer, a notepad, scrap of paper, or a napkin from a restaurant; just get that idea on paper somewhere, somehow, right now.

2. Research. You don’t have to spend hours and hours in front of the computer, not right away, especially if you only have 15 or 20 minutes spare time at the moment, but do start researching. Even just preliminary footwork can get the excitement factor rising, and can ignite that passion you originally felt when the idea hit. And that passion is what you’ll need to make this idea fly!

3. Put your plan on paper. I know, I know, this seems scary and larger than life. But it doesn’t have to be. Who says your business plan has to be like everyone else’s? It is what it is, to you. A bit of a critical path perhaps, a bit of a marketing plan, if you’re a numbers person throw some quick projections in. Once you start writing, the ideas, information, and passion will flow. Starting to write it down is the important point.

4. Get buy in from friends and family. This is so important, especially if it’s a business idea. Not only for the financial backing aspect, but from a supportive and loving aspect too. Simply put, it’s easier (and much nicer) to have the support of friends and family as you build your dream, than to not have that love and support. But if you don’t have it? Do it anyway!

5. Just do it. No matter what. Just do it. Start implementing. Look at your business plan/marketing plan/critical path, and dig in! Get the flow going, get that energy focused and get it rollin‘!

This post has been extended to a feature-length article. To read the full text, visit Ezine Articles.

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