Get Vertical Results with VerticalResponse

Here’s a little bit of marketing heaven for Virtual Assistants and other small business owners! VerticalResponse is a web-based application that delivers high-quality email and direct mail marketing options.

Best of all, VerticalResponse is more affordable than you ever dreamed. You pay no monthly fees, setup costs, or hidden charges. You pay only for what you send out. For email campaigns, it could be 1.5 cents per recipient or less. For direct mail 4×6 postcards, it’s under a dollar per recipient. The more you send, the better your price, but even for a small campaign, you surely can’t beat the price- and you don’t have to sacrifice quality.

If you are looking to create an email newsletter, you have 4 great options that will easily match up to any experience level with the super-easy to use (and no experience required) Email Wizard, a slightly more involved but more flexible grahpical HTML Email Canvas, the more advanced Freeform HTML or Text Only options. No matter which option you choose, you can create a great email marketing campaign.

Have you ever thought of mailing out a custom designed postcard campaign but shuddered at the thought of the expense? Well, fear no more! Now you can design your own professional looking postcards and have them mailed out for a surprisingly economical price. With a great selection of graphics, fonts and solid color options, you can create a postcard just as unique as your business is.

A great benefit is that you can manage both your email and direct mail postcard campaigns using the same lists. Once you import your contact list with email and mailing information, you will be ready to go!

On top of the fantastic marketing materials that they provide, VerticalResponse also has a host of other FREE resources designed to help you make the very most of your campaigns and market like the pros! Here are just a few of the handy tools they provide to help you improve your marketing success:

The VR Blog

The VR Podcast

Video Demos

Webinar Archives

Marketing Articles and Reports

Marketing Terms Glossary

VerticalResponse is so sure that you will love marketing with their products that they’ll even let you try them for FREE! So sign on today and send 25 free emails. While you are there, take them up on their offer to send out a free postcard to sample their quality. I think you’ll love their service and the value they provide!

Make MyFax Your Fax




I have to tell you that ever since I tried internet faxing, I have been a believer. When I find a service that offers real value like MyFax, I just have to pass the information along.

MyFax is a great, economical internet fax service that you can try today. What can be better than receiving all of your faxes into your email inbox? You can even send faxes (yes, to traditional fax machines on a land line also) easily online in just seconds.

Packages start at just ten dollars a month, with no long-term contracts to make you feel trapped. They won’t hassle you with hidden fees, setup costs, or software to download. I can’t imagine faxing getting any simpler!

Internet faxing can help bring a new level of efficiency to your Virtual Assistant business. Get started with MyFax!

Never Miss a Post From the Virtual Assistant Connection!

If you want to stay on top of all the Virtual Assistant tips, tools and advice that is provided on the Virtual Assistant Connection, what better way to do so than to get an email notification sent directly to your inbox when a new post has been added! To subscribe to this handy service, simply click here:

Subscribe to The Virtual Assistant Connection by Email

(Of course, your email address is safe with me. I will never sell or trade your information with anyone!)

So what do you say? Sign up for free email notification today!

Take a Free HTML Class Online Anytime

Regardless of whether you offer web design, blog maintenance or related services to your clients, knowing basic HTML can make you a better and more efficient Virtual Assistant. At first glance, it may look a little intimidating, but e-learningcenter.com can help.

With their free online e-course, you can learn all the basics of HTML. With clearly defined course topics and objectives, this e-course is one that I recommend to any Virtual Assistant who doesn’t know HTML. It’s a good, solid e-course that has plenty of content.

In no time at all, you will be able to breeze through those blog postings, do some work on your own website and even spruce up your forum signatures on all those online networking sites that you belong to!

(Be sure to check out their other FREE e-courses, too!)

Major Benefits in a Mini Addition to Express Scribe

If you have ever thought of providing transcription services as a Virtual Assistant, you’ll definitely want to know about Express Scribe from the great folks at NCH. It is free transcription software that you can download to your computer, allowing you easily manage the playback of digital audio files as you transcribe.

Express Scribe has come out with a new addition to its already phenomenal software- Express Scribe Mini. As the name infers, it is a mini control panel that gives you more room on your desktop while transcribing. You still get great control functions- but in a super-condensed box. You can download it and see what all the rave is about for yourself here.

I am really happy that they came out with Express Scribe Mini and look forward to trying it out. I have always loved the program and now it’s even better!

While you are at the NCH site to download Express Scribe, be sure to check out the other great audio products that you can purchase as well. I think you’ll be impressed by the selection and quality of their products.

Accurate Time Tracking Is a Breeze

Two of the most important tools for a Virtual Assistant is time and project tracking software. It helps keep you organized and makes invoicing a breeze. Having been in the business for awhile, I have run across some great programs that are available for free or very low cost. Some even combine both the timesheet and project management features. Here are a few to look into:

Timesheets Lite
Time Stamp
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JS Portal
AceProject

Backup or Back Out




Does anyone really jump for joy at the thought of their next scheduled backup of their computer files? Virtual Assistants should. In fact, as a VA, you have a professional responsibility to yourself AND your clients to keep your electronic files intact and easily accessible. Hard drive failures and information loss (not to mention other unforseen computer catastrophies) are inherent risks in the Virtual Assistant profession. In fact, it is not a matter of if you will experience massive computer misfortune- it’s a matter of when.

Really, when it happens (and I hope it never does, although logic and common sense seem to dictate otherwise), it will be a stressful enough time as you try to determine what on earth happened and how long it will take to fix. Don’t add to that the terrifying realization that you haven’t backed up your files in months!

Clients trust Virtual Assistants tremendously with many crucial aspects of their businesses, and losing information and assignments that we have worked on for them would harm them, too. Because it’s entirely preventable, there is just no excuse for losing our clients’ files. Simply backup regularly.

How often should one backup their files? The answer lies in how much work you would be willing to redo in the event of information loss or corruption. Obviously, monthly is better than never. Weekly would be a big improvement to monthly. But since we are truly dedicated to providing exceptional service, how about daily?

Oh the hassle of it all, you think. Not so! One of my favorite backup services is Mozy.com. It is absolutely fantastic and about as hassle free as it gets. It takes less than ten minutes to set up. After you set it up initially, it is on autopilot and you don’t need to give it another thought! It will backup for you automatically. No hassle there!

So backup often, and don’t fear what may happen to that hard drive of yours down the road. You’ll have all your files- and your clients’ confidence- intact.

Finding New Clients

Most aspiring VAs have a common question. “How do I find clients?”

Fortunately, it isn’t as difficult as it seems. However, it does take work and time. Here are a few strategies to help get you started:

Set up a website. Make sure that it is easy to contact you through your website, too.

Network, network, network. Tell everyone you meet about what you do.

Start a pay per click advertising campaign.

Try websites like www.guru.com, www.elance.com, www.genuinejobs.com, www.ifreelance.com, etc. to help get you started.

Ask professional contacts for referrals. A referral from a trusted peer is the best type of advertising!

While building a clientele base doesn’t happen overnight, you can grow your business effectively by being proactive. It’s all about finding new ways to promote yourself.

Trillian Is Instant Messenger Heaven

If this posting doesn’t just make you jump for joy, I’m not sure what will. It’s no secret that instant messenger applications are incredible tools for Virtual Assistants. Often more efficient and convenient than a phone call or an email message, they really are handy applications- all one million of them.

That’s the problem. There are many different IM programs, and it seems that each client prefers a different one. Rather than do something as unprofessional as attempt to dictate what our clients use, we begin to “collect” IM accounts from different applications and diligently log into each one every day. Hey, it comes with the territory, right?

To add to it all, you have to remember who uses which IM application. In the interest of efficiency, it’s best not to have a 5 minute search, hopping from application to application, preceding each IM session that you need to initiate.

That must be why the great folks at Cerulean Studios have developed Trillian, a wonderful program that offers full feature support for all of your favorite IM applications.

Yahoo? You bet.
MSN? Most definitely.
AIM? Absolutely.
ICQ? I’ll say!

And then some.

It’s great. Trillian will manage all of your instant messenger applications, giving you one simple place to find your contacts and actually use the IM applications themselves. They have a FREE basic version, which is absolutely incredible, or you can pay a very small fee and upgrade to their premium package. Either way, what a deal!

Unethical Requests for Service

As a Virtual Assistant, if it hasn’t happened to you yet, it probably will. At some point, you will be confronted by a request to do something unethical- perhaps not illegal, but something that really goes against your values. Because these situations can often catch you off guard, it might be helpful to develop a strategy for handling them before you find yourself in an uncomfortable situation.

Here are a few tips:

Choose your clients carefully. If a potential client seems “shady”, choose to protect your reputation and gracefully decline to provide your services. Choose clients that have a similar sense of business ethics to your own.

Share your business values with potential clients. If you let them know right away that you are an “above board” type of person, chances are that you will attract like-minded clients while warding off those whose practices could really hurt your reputation.

If you are asked to do something that appears to be questionable, ask questions until you can determine whether it is legitimate. If you need to, consult with an experienced industry professional.

If you are asked to do something that is obviously unethical, refuse to take the assignment. Be firm and direct. (i.e., ” I am declining this assignment because I feel it is an unethical request.”)

Effectively dealing with unethical requests doesn’t have to be difficult or intimidating. By choosing to stand firm, you not only protect your own reputation but the entire VA industry as well.

Well, LogMeIn Then!

If you are like many other VAs I know (myself included), when you get too far away from your PC, you start to feel a little edgy. Having access to my computer files no matter where I am is very important to me. That’s why LogMeIn is such phenomenal software. Literally from anywhere with an internet connection, I can securely log into my PC and control my computer, access files, check my email, etc.

Sure, there are several similar applications out there, but LogMeIn offers their basic package, LogMeIn Free for- you guessed it- FREE. I’m not just talking about for a limited time, either. And if that isn’t enough to just make you jump for joy, then perhaps I should mention that the paid subscription package that they offer costs considerably less than that of their well-known competitors. LogMeIn Pro, offers file sharing, file transfer, file sync, the ability to invite a guest to your PC, and a whole host of other goodies at a price that will make you wonder how the other guys sleep at night.

Whether you opt for LogMeIn Free or LogMeIn Pro, I can’t imagine that you will find a better bargain for a such a quality application. Visit www.logmein.com and see the other products that they offer, too.

Becoming a Virtual Assistant

I have had many people contact me wondering how to get into the business. Sometimes I can’t even read what they are emailing me. It’s like a cryptic IM session. Some think it sounds like a “fun” way to stay home and make money. Really, they figure, how hard could it be? Well, if you are a mediocre VA, probably not very.

The truth is that running a Virtual Assistant business is a lot of hard work. Sure, it is rewarding , and most of us VAs wouldn’t trade it for the world, but it’s certainly not a walk down Easy Street. Virtual Assistants are professionals- in fact, they are experts at what they do. Everything that they do has to convey that professionalism, both in the work that they perform and their communications with others.

If you are looking to become a VA, please don’t be insulted. I have spent countless hours coaching aspiring VAs. I’d likely give you my advice, too, if you asked for it. The first thing that you would likely hear from me is be professional. Always. When dealing with potential clients, put your best foot forward. When they see that you conduct yourself as a true professional will, it will give you more credibility.

My second piece of advice would be to get ready to work harder than you probably ever have. Sounds dramatic, I know, but have you ever had to be in charge of PR, marketing, accounting, and customer service? Some VAs are surprised at how many hours they have to work, especially in the beginning. You have to set up your website, develop marketing materials, identify potential clients, learn the “ins” and “outs” of the business… There is a lot to do. It takes resolve to see things through to the desired outcome (establishing your clientele).

If you need more advice than that, as I have said, I am happy to help when I can. If you are serious about becoming a Virtual Assistant and are willing to put your virtual feet to the pavement, there is no time like the present to start making your dreams come true. Resign yourself to the notion that you want to be a true PARTNER in the success of other professionals, not just someone “working from home”. Understand that you are a professional who will make a difference in the professional community, and sell that idea to your clients!

Virtually Saving the Day

So many small business owners and entrepreneurs tell me the same thing over and over- they wish they had more time. The day is just too short to accomplish all their goals. They are often surprised to hear that they don’t need more time, but better use of their time.

A VIRTUAL ASSISTANT is the answer they never knew existed. A Virtual Assistant is an independent contractor, someone who runs their own business, who can provide the services they need. They are experts in their field and provide incredible value to their clients. They work from their own office, saving you office space and money.

By delegating the time-draining administrative tasks that don’t require their specialized knowledge the way the rest of their business does, they are free to use their time more effectively to accomplish those goals and enjoy new milestones in their businesses and careers. They often report that they are able to get more done than they ever have before, and in less time.

It is like having their own administrative assistant on call. Virtual Assistants offer their services on as-needed basis. Clients pay only for the time worked, either hourly or flat fee. If clients feel that they will need assistance more regularly, a retainer option is usually offered by most Virtual Assistants.

By the time they factor in all that they have to pay for with traditional employee in ADDITION to their wages (payroll taxes, health insurance, dental benefits, PTO, sick leave, coffee breaks, office space and equipment allocation, training cost, etc.) they often find that a Virtual Assistant can be much more cost effective.

With their “newfound” time, clients are able to concentrate on the core functions of their business, using their expert knowledge where it counts. They no longer have to work more hours to accomplish their goals because they have learned to delegate and use their own time in the most effective manner. It could be said that Virtual Assistants virtually save the day- or at least several hours of it.

Ergonomic Injuries Are No Laughing Matter

I used to be rather ignorant regarding ergonomics. I have to admit that I even chucked to myself a time or two when I heard others talking about preventing ergonomic injuries. That is, until I suffered one myself about a year ago. It was a real eye-opening experience, let me tell you. Not only was it incredibly painful, but it healed very slowly, even after implementing better ergonomic practices.

As a Virtual Assistant, chances are that you are spending hours each day working at your computer. The likelihood of suffering an ergonomic injury is great if you don’t take the time to educate yourself and set up your workstation properly.

OSHA has a great eTool for computer workstations. It’s certainly worth the few minutes it takes to visit their site and print off their free checklist that will help you identify ways to improve your workspace. You know the old saying, an ounce of prevention…

I Love My StatCounter- You Will Too!

Perhaps you already have your website published and now you’re wondering if it is getting the traffic you hoped it would. I recently came across a great (and free) little tool that answered that question for me.

Statcounter.com offers a free website traffic stats program. It is easy to use and impressive in the amount of information you can access about how many visits your site is getting, how long they are staying, and where they are coming from.

Of course, they have optional upgrades in packages that you can purchase if you wish, although you can use their free program indefinitely. The packages that you can purchase seem to be exceptional values, too. Thanks StatCounter.com! You have definitely earnely my referral!

Virtual Overachievers

It can be said about most Virtual Assistants that we are overachievers. It can often even be an understatement. Virtual Assistants are All-Stars. It’s in our nature. Always has been, always will be. That is why we are so driven in ensuring the success of our clients. We make great team players, which is why we team with our clients so well. We’re also effective leaders, even of ourselves- that is precisely why we have the discipline to work for ourselves.

I have to admit that I love my overachiever part of me. My goal is that every client will wonder how on earth they ever managed before me. How did the sun manage to rise? Almost every other VA that I talk to seems to have that same mentality. Overall, I think it is a good (and certainly motivating) trait to have.

However, it’s also easy to let that get out of control, and then your business begins running your life. I have been accused at times of not having proper balance in my life and letting my business take charge of me. As much as I initially tried to deny it, that person had a point- and unfortunately, a very good one.

I had always heard that starting a business takes a lot of time. It did. I heard it would be the challenge of my life. It was. I heard that I’d be working long hours, more than I had ever worked before. I did. My clients were happy. I kept getting more and more work. I’d start early in the morning and be found burning the midnight oil. I kept up my other responsibilities, but I lived for my business.

What I didn’t realize is that my over-the-top approach to my business didn’t include enjoying my life anymore- not my whole life, anyway. Once that came to my attention, I realized that I had to regain a sense of balance. I was really worried at first- would I still be a great Virtual Assistant if I wasn’t working quite so many hours?

Months later after sticking to a reasonable set schedule later, I can conclusively say, yes. In fact, I think I am actually a more effective Virtual Assistant than before. My day was planned better and I used my time more efficiently, knowing I only have a certain amount allotted. I still get up early, but I only have a certain number of hours to work, regardless of when I start. Limiting my workday to a reasonable schedule was,without a doubt, the best thing that I have ever done for myself or my business.

If you find that you have been guilty, too, of letting your VA business run away with you, you may want to try the following tips:

Establish set work times (yes, unforeseen circumstances may arise that you need to tend to, but that is the exception, not the rule).

Plan your workday before you start. Prioritize your tasks and start at the top. Estimate how long each task will take and “map” out your day.

Plan work time that is free of interruptions when you can concentrate best. Your clients deserve your full attention when you are on the clock.

Communicate effectively with your clients. Knowing specific deadlines for each project will help you to plan well.

Know your limits. Make sure that the projects you accept are ones that you can complete with excellence. Quality, not quantity counts most!

Include time for promoting and marketing your business in your daily plan. Part of your work day is completing those tasks for yourself.

When the day is over, step away from the computer. If you have an office, shut the door on the way out. After work, get back to the other parts of your life- family, friends, hobbies, etc.

Life is good, not just my Virtual Assistant service, but all of it. Being an overachiever is okay, until it takes over. Now, I have certain set hours to “overachieve” each day- and the rest belongs to me!

What Is All the Hype About Skype???

If you are looking for a versatile tool to connect with your clients around the country-or even the world- you just have to check out Skype! It is free and you can talk for free to other Skype members. Visit www.skype.com.

My clients and I use Skype regularly and I have never had an issue with the quality of the service they provide (for FREE, no less). Skype provides several handy features such as conference calling and video chatting.

They also offer a service where you can call regular landlines all over the world with your Skype application. The rates are MUCH cheaper that what you would probably pay your phone company to make an overseas call. In fact, it is cheaper to call overseas with Skype than it is for many people to make a long distance call within the US. But of course, if you can get your clients, friends and family to get Skype, you can call Skype to Skype for free, no matter where they are.

Check it out for yourself. It is awesome! What a great tool for a VA!

What Would a VA Be Without a Website?

A website is a must-have for any virtual assistant. If you are a virtual assistant opertating without your own website, why not make it your New Year’s resolution to stop cheating yourself out of the benefits of having your own site? Believe me, it sounds harder than it is, and even with no experience at all, you CAN get your own little haven on the world wide web up and running without a whole lot of grief.

Anyone who hears you are a virtual assistant will probably automatically assume that you have a website, which is okay until they actually ask you for it- and you blushingly murmur something about not having one. Not the best way to impress a potential client, now is it? It’s an easy fix, though. A few hours during the weekend can produce a site that you can be proud to refer your clients to!

Email Large Files

Anyone who knows me can tell you that I am constantly in search of tools that can help me serve my clients more effectively and efficiently. What a great tool I have to share with you today! If you have ever had to send a file quickly that was too large to email and dreaded the hassle of wrestling with an FTP application or overnight courier service, dread no longer! Yes, now you can email even large files.

Thanks to websites such as www.yousendit.com and www.sendthisfile.com, you can now send files that were previously too large to even consider emailing. These sites, and sites like them, essentially allow you to securely store your file on their server. They then email a link to the file recipient, where they can log in and save the file to their computer. All in the bat of an eye. Pretty simple, huh?

Here is the kicker- many times, these services are free for basic use. Some sites have subscription upgrades that actually look like quite a bargain, too. It truly does seem that they have something for everyone.

Ethics, Ethics, Ethics…

It’s something that you might not talk about often, but your work ethic tells your clients more about you than what you say outloud. By observing your performance, your clients are sure to learn plenty about your character. Their decision as to whether to continue a work relationship with you will depend greatly on what signals they pick up and how they interpret them. Try to see yourself through the eyes of your clients, and put your best professional foot forward.

As I am always saying, you want your clients to be comfortable with you. People buy from people- and that includes services! Anybody may be able to secure their first project with a client, but it’s only your good character and work ethic that will encourage your client to use your services again. If you have demonstrated that you are a reputable professional, it is much easier to keep the clients you have- and build your client list further. A well done one-time project may lead to additional (and often steady) work.

However, no matter how great your skills are, you can kiss that return business goodbye if you fail display good character and ethics. Here are some guidelines that can help you identify ways to polish your professional image:

Never speak negatively about a client, especially to other clients. In fact, not to anyone at all. You would be surprised to learn how small the world really is sometimes. Also, if clients hear you putting down others, they will wonder what you might say about them. This pretty much kills your chances of building a relationship built on trust and respect.

Keep your client updated on your progress with their project. Periodic reports are greatly appreciated and help give an account for the time you have spent on a particular task.

Consider all client information privileged. Whether or not you have signed a confidentiality agreement, it is your responsibility to protect their information to the best of your ability. You may have access to a great deal of information about your client and their business. In my opinion, everything is confidential.

Handle any complaints promptly and in the best interest of your client. Give them the benefit of the doubt whenever possible and correct the situation. If that means something has to be redone, don’t hesitate, start immediately. If you have made a mistake, apologize and ask how you can remedy the situation. Then do it.

Never compromise your integrity- for any reason. Right is right and wrong is wrong, regardless of whether you are in the spotlight. Provide reasonable estimates, work efficiently, and invoice accurately. Don’t even consider any work that might reflect questionably upon your character.

Your ethics and character are the foundation for your reputation. If you take the time to build it carefully, it will serve you well for years to come.