by Nadene Martin | Jul 13, 2022 | Business, Productivity
Did you head back to the office or stay working from home once we got through the pandemic, well I say through as it feels like we are still somewhat in it. Whatever you decided to do, some of the team have decided to stay working from home and others feel that they need that work/life balance and absolutely crave being in the office around others.
I can actually take it or leave it, if I feel to get outdoors, I will head to a co-working space for a few hours, even when there I usually work in silence and sometimes there are no other freelancers to chat to (I might look at changing that in the future). Looking at the four walls can be boring and does not always bring productivity so being back at work may enhance your work ethic.
I was listening to Diary of a CEO recently and a boss said that he had tried to encourage the workforce back into the office, some agreed, and some threatened to leave because they simply did not want to return. What do you do if you have a fantastic employee that gets the job done, sticks to deadlines and does not need to be babysat in order to deliver results? It is a tricky one but that is our new normal, harsh but true.
If you have virtual workers, including your own assistant, here are some tips on how you can accommodate everyone.
Schedule weekly Zoom meetings
Schedule team meetings or 1:1 meetings for your virtual worker(s). This is so that you can touch base and check in on how everyone is doing, what everyone is working on and brainstorm on any projects etc. Although not everyone is in the office, it is always nice to put a face to the name/voice regularly to bring that sense of teamwork in one place. Of course, you may have a manager in Singapore and everyone else in the UK or wherever in the world, time zones may not permit but do try your best to touch base with everyone at least once a week.
Use Project Management Tools
To keep on track, you may want to consider using a project management tool. This could be for you and your assistant or various teams working on something specific like an upcoming campaign etc. For me, my go-to is Asana and it can do so much and can be integrated with other tools that you may already use.
Check these other tools, some may or may not be right for your business and most have a free version and/or trial:
A project management tool will be one of the best investment that you ever make, within your small business.
Agree to how things will work
As your worker(s) shall be remote, it is important to confirm how things will work as they are working remotely. As a Virtual PA myself, I have always outlined my hours, my preferred method of communication and what their preferred choice would be. I have heard many nightmare stories where clients will call their VA all at hours, bombarding them with messages until they receive a response. If you are sending messages/emails in the evening even though your support ends their day at 5pm, please be mindful that you may not receive a response until the next working day. Please don’t take this personal, it is called boundaries and should not be frowned upon.
If you would like daily updates or communication by close of play every day, for example, make sure this is communicated clearly. VA’s set their own routines and will have everything in place to ensure that having them there does not feel like a chore, but more a timesaver for you. Communication is key, remember working remotely is just that…remote. The person will not be in front of you, so it is important to ensure all parties understand expectations from the off.
No matter if you’re hiring in-house or outsourcing, there are steps that you can take to accommodate a virtual workforce. Encourage communication, don’t expect people to read your mind, and make time for that weekly meeting. These will help everyone including you —whether they’re across the office or across the ocean—feel valued.
by Nadene Martin | Jun 29, 2022 | Business, Productivity
It was my dream that I could support busy entrepreneurs with skills that are transferable between industries. I knew lots of people running their own businesses overwhelmed, underpaid and practically smiling through the stress of being a start-up. You know within your heart what you are setting out to do, but somehow it is proving really hard to execute various bits, whether it be responding to new opportunities coming in or returning calls/emails to clients.
You have a lot on your plate. It was likely an intentional decision to start your own business — more control, more flexibility, and a better work-life balance. Time is money and here’s why I know my business can have a positive impact on your business.
Show professionalism
No matter what industry you are in, you will require some back-office support. You could be a labourer or a coach, you definitely need somebody or a team to look after the bits that you love. I have learned from many clients that they really want to showcase that they have a team or even a personal assistant that will look after a lot of the day-to-day running of the business. This gives your audience the perception that your team is growing nicely, and customer service is at the top of your list. You can automate many things such as an autoresponder, how nice is it to actually receive a message from a lovely human acknowledging your call/email along with finding a solution for your enquiry.
Virtual Assistants know how to manage their time well, which in turn will benefit you too
I have always been a fantastic organiser and know what works. The beauty of hiring a VA is that they will help you to manage your time better too. Your VA can usually do this with their eyes closed. Let’s look at meetings, for example, your VA should be able to glance at your diary and book calls/meetings where they make sense. Your diary should never be crammed full of meetings in one day, it is not fair on you or your clients. Every client’s needs are different, and you also need time for things like travel, water breaks, and lunch etc., your VA should be able to do this seamlessly. This might take a while to get used to somebody else managing your time, but just think of the time and brain power that has been saved.
Focus on your strengths
There is no shame in your game, focus on what you are good at. I love working with all of my clients and will also try and show them what I do with their systems or if one has been created, how it works. It is important to have an understanding even if basic, of what goes on within your business.
My clients are either solopreneurs or are currently running small teams, it is good to know what happens behind the scenes. Even a basic understanding of where in the google drive documents live can be helpful. Outsourcing the bits that you hate is not a problem, see it as an investment within your business. There is somebody out there who can do what you are not so keen on, there are people out there who LOVE exactly what you HATE, there is no issue with that. Keep the wheels turning by investing in what you need.
More time for you/family
Take back your time. Starting up is never a 9-5 and even when fully established, you are still working all hours to stay on top of things. To begin with, the finances may not be there completely but do invest in support as soon as you can. Just because you are a one-man band (now) does not mean that you have to wait to be thriving. Hiring me will free up your time to spend quality time with loved ones or just take time out for yourself. Remember your ‘why’ and find the balance with it all.
Virtual Assistants are magical, a godsend and a gamechanger. I cannot offer any scientific evidence for this; however, my clients have definitely increased income and grown their business, as a direct result of hiring me as their right hand.
Don’t believe me, book a call with me and let’s get to work.
by Nadene Martin | Jun 22, 2022 | Business, Inspiration, Lifestyle, Productivity
We have been blessed with warmer weather in the last few weeks, so the question is what will you be doing this Summer? Is it a family trip, a solo trip, a girls’/lads trip or something else? It feels quite nerve-wracking that flights are being cancelled last minute and everyone is being stranded at the airports dying to feel their toes in that golden sand.
Taking time off for freelancers and entrepreneurs is something that we all struggle with. Let’s call it a love-hate relationship. No matter how much we love working for ourselves, there are still those days when we wish we could work less or just not have to work at all. Even at weekends, I am thinking about what my new week will look like, it is so hard to switch off.
When you’re working for yourself, you have the freedom to work flexible hours. If you feel like taking a day or two off work, you can do it. The ability to take time off when you want is one of the main benefits of being self-employed. Yet, many of us don’t take advantage of their freedom because we feel guilty if we are not working.
I want to help you get rid of that guilt and remind yourself why taking breaks is so important.
Allow your mind to rest
I know I know; this can be SO tricky. The mind is very active and can think of so many different things at once. Rest is so important for things like mental health improves your mood and can reduce stress. Mental breaks can improve productivity, and attention to detail and encourage creativity. You have seen that when people are feeling burnt out or just exhausted, they force themselves to shut up shop and have some downtime. Many take social media breaks just for this reason. Everything can feel like a rat race and how can you enjoy the fruits of your labour when you are constantly on the go?
Gain new perspectives
Taking a step back looks different for everyone. Taking time off can help you foster new ideas, plans and directions for your business. Your environment is no longer a ‘crack the whip’ setting, the pressure has reduced and time away can put the spring back in your step that your business so desperately needed. The weight of the day-to-day running of it all can be quite daunting especially as a solopreneur, you have nobody to bounce ideas off of, accountability and/or another body to help you drive things forward.
Have fun
Whatever fun looks like to you, do it! Whether you like travelling, going for long walks, working out or taking part in an upcoming retreat, go and do just that. Laughter is good for your soul. Laughing releases endorphins, makes you feel happier and can lift your mood.
Better balance
I spoke previously about getting that work/life balance right. Being overworked is no fun for anyone. Taking time away from your work gives you the opportunity to bask in the joy of your hobbies and things that interest you. Life is for living, as they say, ‘all work and no play make Jack a dull boy’.
Improved focus
By now, you can probably run the business with your eyes closed, although doing the same things each day will eventually take its toll, where you are screaming to see the plane leave the runway. Having a good holiday will see you return to work with fresh eyes and lots of new ideas to implement.
If you have a service-based business like me, you can work from anywhere. This aspect I love because in between having a dip in the pool, I can answer emails, hold client meetings etc. without disrupting the services that I provide. If, however, you don’t have a service-based business and you sell physical items, you may wish to outsource that side whilst you are away. Of course, you can look after all the admin stuff. Also, look at automating your systems, so you don’t have to do very much regardless of where you are in the world.
In summary, it all boils down to this: if you like your work and enjoy the freedom of being a freelancer, it can be tempting to continue working at all hours of the day. But in doing so, you might end up losing some of that initial passion you had for what you have created.
Taking time off from your work can help you to destress and rejuvenate, helping you to come back to your projects with a fresh perspective. Taking time off is crucial if you want to continue being productive when you do return to work—it keeps you motivated and always thinking of new ways to improve your business or creative endeavours.
Schedule some time in to grab yourself a well-deserved holiday. You won’t regret it.
by Nadene Martin | Jun 11, 2022 | Business, Lifestyle
I have been blogging since the beginning of 2022 and commend myself on being consistent and sticking to the plan, week in, week out. If you check in with me every week or have read this far, you will know I’m a freelancer. My official title is Executive Virtual Assistant although I am thinking of a new swish name to give myself, as my work is becoming less and less virtual.
For the five years that I have been doing this as a career, what I’ve noticed the most though is how much it can take a toll on your personal life. Of course, like anyone else, I have problems finding a balance between work and life. You can catch me working at 5:00am or 5:00pm, it really depends on how my day has gone and what is on my list. If it is project-based, I tend to spend some evenings getting through it at my own pace, this way I know that there are fewer interruptions for me. I think my clients love the fact that I will get the work done regardless of the time. I do however ensure mailboxes are manned during office hours.
As mentioned, it can take a toll on your personal life so here is what I do to find the perfect balance, this was not always the case though.
- Have a separate workspace area
When we were in lockdown, many had to work from home so we were forced to set up workstations, laptops, desks etc. Now the world has opened back up, many are returning to the office. If like me, you never had an office outside of the home, now is the time to ensure your space at home is the ‘office’ and just that! Keep all work-related items where they should be and your work lives there. Not at the kitchen table, not in bed (once or twice is allowed) and not on the sofa. Having been tapping away on your keyboard for long periods of time can eventually have an adverse effect on your back, neck and even wrists. Choose your workspace carefully, even if you are restricted to space. If you must work from the sofa
- Schedule time in
As business owners, we would love to say we close doors at 5:00 pm but the truth is we keep going as long as we have the energy to do so. Scheduling in time for your family is key and your children will remember when you were not at that play, sports day or graduation rather than the new Nike Dunks that you purchased in the unusual colour way so whatever you use to book yourself in for appointments and meeting, schedule in anything that is related to your family there. If you use Gmail, you can actually change the colour of appointments to suit ‘business’ or ‘family’.
- Let your family in
Now I am not saying you must go to your family for any advice about the business, but if they can help in any way, accept it if it makes sense to you and the business model. As a solopreneur who is off doing a million and one different things for my clients, I use my husband as a sounding board. He does not completely understand the business BUT he can offer advice from his point of view and how he understands things – it is always helpful to hear another person’s point of view looking from the outside in. Sometimes I may not even like the advice given but ultimately it is down to me to act upon it or not.
If you have children, perhaps getting them involved in sorting your receipts, filing paperwork or even tidying your workspace together is also a nice way to spend quality time without even realizing it.
Don’t let your time slow you down. Get smart about how you manage your time, and make sure that you’re getting the most out of both work and your personal life. Yes, running your own business does come with challenges and stresses that are no surprise to the next person. If you don’t lose sight of what’s important (your work and your life), then you should be able to overcome any roadblocks that might get in your way.
Remember your ‘why’ about the business, I believe one of the reasons you created your own business was to give yourself more freedom in terms of spending more time with your family and doing more of what you love.
You can certainly do both. If you are going to implement any of the above, well done! If you still feel you cannot find the balance, outsourcing is another option for you, and I would be very happy to see if I could be a good fit for you and your business. Book a call here.
by Nadene Martin | Jun 1, 2022 | Business, Productivity
Get it done! After a while, you are geared towards getting the job done 100% but over time, you will be looking at ways to work smarter and not harder.
You have enlisted in the support of a Virtual Assistant so that’s step one to reducing your own workload, increasing your revenue, and growing your business organically. You will have agreed as to what you wanted to outsource, and have your newly hired Virtual Assistant do, he/she is saving you time plus relieving any stress.
Virtual Assistants have the skillset to do so many different things on your list and they are not just limited to checking emails, answering calls, and delivering great customer service…. BUT what if your Virtual Assistant could do so much more for you?
Let’s dig in and see what other things you could request for your VA to get involved in. Here are three ideas for you.
Schedule your personal life
Getting medical appointments in such as GP or dental appointments can be a drain on your time, as you must sit in a queue on the phone and be drowning in hold music, only to be told that there are no available appointments for the next month or so. Annoyingly, this happens so often that you end up not bothering. Request your VA to do this on your behalf, provide all the information such as your full name and DOB so that they can take care of the rest.
Promised the family a summer holiday, yet still, nothing in the diary because you don’t have the time to pay the amount due and book transport etc? Another one that you can hand over. Be sure to provide a brief and what you need. If you are concerned about your VA having all your financial information, set up an account with LastPass where you can store passwords and card information, this will autofill fields when your VA heads to the site. Remember you may need to authenticate the transaction, so be on hand to authorize any payments.
Special occasion coming up, forgotten to grab a gift? Have your VA head out to source the gift and/or have flowers delivered. I can already see you smiling inside because you know all those things have been taken care of and you have not had to lift a finger!
Act as the first point of contact
Just because a VA is virtual, this does not mean that your support cannot be the first point of contact for your customers. My clients trust me enough to be at the forefront of their businesses. They have got into good habits of directing all enquiries to me personally and I then deal with their enquiries. Of course, your VA may not have all the answers but creating a quick troubleshooting document of all frequent questions, will help them to run the customer service side of things with ease.
Create an email called hello@ customercare@ or a similar email address, your VA can manage this on behalf of the business. This is also helpful should your VA ever move on. Alternatively, more than one person can have access to the mailbox for ease. This is extremely helpful if you have a product-based business, all suppliers etc. can communicate through this account.
Keep track of your finances
When I say keeping track of your finances, this does not mean monitoring how much you have spent on lunch or entertainment. What I mean by this is making sure that all payments are being made in good time. Your Virtual Assistant can also chase any outstanding invoices that you may have. Most accounting software offers automated reminders but having a physical person making calls on your behalf gives you more credibility as a business.
Your Virtual Assistant can also ensure that all receipts are scanned and filed appropriately, so when the taxes are due to be filed, there is no running around to locate receipts/invoices which have gone astray.
As an Executive Virtual Assistant, I know the value I bring to entrepreneurs and more. Our skills are transferable, so we are not tied to one industry unless we choose to be. Of course, there are traditional VAs, VAs who deal with tech and creative VAs. Each one of us may have the same title but the world is big enough for us all to have a slice of the pie.
So, there you have it, some more ideas that you can ask your VA to do for you. There are plenty more but don’t want to overwhelm you. Finding a great Virtual Assistant is not impossible and if they are already capable of what you have tasked them with, don’t be afraid to ask them to take on more. If he/she already enjoys their work, your Virtual Assistant will always be happy to accommodate more requests from you, should they have the capacity and knowledge.
Let me know how you get on!
by Nadene Martin | May 25, 2022 | Business, Productivity
Small business owners are under incredible pressure to perform. This type of pressure comes with high expectations and is also often affected by many external influences. In the startup world, we call this resilience.
When small business owners find themselves outside their comfort zone, they’ll experience unfamiliar and unpredictable situations. This leads to your resiliency being pushed to the max, and it can often feel like you’re ready to give up. Small business owners are under incredible pressure to perform well and offer a fantastic service/product(s). This pressure can come with lots of high expectations and is often affected by external factors.
There are so many twists and turns as an entrepreneur, there are so many to face head-on. One of the keys to starting your own small business is building upon your resilience, some people are more resilient than others and the bounce back may happen a lot sooner for some, don’t let this deter you.
I recently celebrated my 5th year work anniversary and am really grateful to be celebrating another year in my business. I built Format Services from the ground up and believe me, the struggle has been extremely real. I have networked my butt off and have found although I feel I am a people person, I cannot think of anything worse than talking about myself and find it really difficult. As they say though, how will people know about what I have to offer if I don’t talk about it…..so here I am!
Back to building resilience though, I myself have learned to build up my resilience over time. Very early on in my freelancing role, not many people had heard of Virtual Assistants and alot of people declined my services even though we both knew that they needed some support in one way or another. The no felt like a stab to the heart every single time. I took it personally when I know I shouldn’t have but it still felt like a personal attack on me, Nadene. In fact, the naysayers put me in good stead because my tribe have found me, those that require what you are offering will come so make a mental note of that.
These tips will help you build resilience:
Develop a positive outlook
Not everything that goes wrong will stay wrong. What positives can you take from the mishap? Is there anything that could have been done differently? If so, make a note of this and look at how you will make it work the next time round. Some things are blessings and are sent to teach us something. Also, own any mistakes, sometimes you have to take an L and do better next time. Try and take the lesson from it!
Change how you respond to situations
You can react, of course, you can but try to react in a way that does not escalate the entire situation. Whether you are a service-based business or product-based business, you have an audience to serve. For me if something goes wrong, it is how I rectify what went wrong as opposed to the issue itself that my clients are often interested in, you should be the same. Customer service is super important so don’t bury your head in the sand, deal with it. If you need time to work on a solution, keep all parties involved AND plan to rectify the situation in good time.
Embrace change
Things change and times change, what may have worked when you were getting started may not work right now. Think creatively about how you can progress, look at your competitors and those that inspire you. Remember it does not always have to be in the same industry as you. Lots can be transferable from business to business. The model might be different but the systems will give the same results.
Be kind to you
Have patience with yourself. Running a small business, the entrepreneur in you wants to take over the world immediately and that’s fine to have that mindset BUT be kind to you. Encourage your mind that you will succeed over time. Rome was not built in a day and you want to build a strong, sustainable business that will grow steadily and be profitable over time.
It’s normal for business owners to worry about their businesses, but as long as you can keep yourself from letting that worry cripple you and your business, there are steps you can take to make sure that your business is able to recover from a disaster—and even grow stronger because of it. All the above are tips that I picked up along the way and have to remind myself I am still very much here, thriving and happy. You can do just that step by step.
Looking to outsource, to focus on other areas of your business? Let’s get a call booked.
