by Nadene Martin | Feb 16, 2022 | Business
Are you still wasting time doing mundane tasks while you could be servicing clients? I know I was. In the beginning, you want to please everyone, smile when you want to cry and have a quick lie down whenever you can (which is pretty much all the time, because you are so exhausted).
It is very possible to streamline your business, become more efficient and spend your valuable time doing what you love. Step into your zone of genius and stay there.
Deciding what you want to outsource is tricky. Your business is like a small child, and you want to take care of it. Many entrepreneurs dream of building multi-million-pound businesses, but how will you get there? We know Rome was not built in a day, so things will take time. Understanding where you need the support is quite a journey.
What shall I outsource?
Some ideas on what you can outsource are:
- Email Management
- Social Media Management
- Data Entry
- Research
- Transcription
- Bookkeeping
- Minute Taking
- Travel Support
- Diary Management
- Technical Support
- Design
- Newsletter Creation
- Blog Posts
- Article writing
- Appointment scheduling
- Restaurant Bookings
- Venue Sourcing
- Call answering
- Gift shopping
I could go on forever, but as you can see the list is quite varied and extensive. There is a freelancer out there that can cover most of the above, if not more. You just need to know what you want to be taken off your plate.
Write it down Grab a piece of paper and jot down everything you do within your working day. Literally, brain dump it all, even down to the tiniest detail. This could include checking emails x times per day, sending client notes within 1 hour of the session ending, or even sending a thank you gift to a client that has just landed their dream role because of your coaching. You will be surprised at how much time these types of tasks can take. Time is precious.
Ask for recommendations You will find that many small business owners have already outsourced bits and pieces within their business, this is a very smart move as we cannot do it all. You want to outsource to those that have the right skill set to deliver high-quality service on your behalf. In your industry, ask around as in your industry there will be recommendations. Ask for their contact details so that you can set aside some time to speak with a few VA’s, and see who can offer what.
Coffee anyone? I know we have been in a pandemic for quite some time, for me I will offer a discovery call to understand the client’s needs. If I feel that we gel well, I will then go on to meet for a coffee later down the line. I understand that I work virtually but it is always nice to put a face to the name, and vice versa. It’s nice to step away from the office and have contact with another human being. For you, it will give you a chance to ask all the burning questions to get a sense of whether a VA is right for you, or you need someone else like an Online Business Manager.
Next stepsSo, you want to move forward but are still not 100% certain, set a task for them to complete. It is best to give a task that you would do within the business, so you know what your process is and see how they do. This gives you more of an idea of their skillset and if they understood the brief, asked relevant questions, and completed the task successfully.
Please be open-minded and offer support where you can. Remember this could be a wonderful working relationship if you get it right from the off.
Whether you are ready to outsource or maybe in the future,
contact me today and let’s see what I can do for you.
by Nadene Martin | Feb 9, 2022 | Business, Productivity
Saying no is one of the most difficult things to do when you are a small business owner. I learned very early on that saying yes to everything was not serving me well. I had business coming in, but was it bringing me joy or making my heart sing? Most of the time yes, but sometimes I had to ask myself whose business was Format Services, mine or theirs? I get that you want to impress and deliver EVERYTHING, sometimes it is not always possible.
One of the most freeing and powerful things I ever did was to learn how to say no. Learning to say no led me down a path with so much more opportunities. Please understand that saying no does not make you harsh or rude. You can say no without coming across as rude. You could let clients know:
- You don’t offer that level of support
- You don’t have any capacity to support him/her at the time
- You only work with X
This is not you placing yourself in a box at all, ultimately you are choosing your joy over stress.
The image of a business owner that we have in our heads is usually somebody who covers every role within the company. We always feel that we must deal with everything and every person who shows interest in the product or services that you provide. Saying yes to every opportunity can bring you overwhelm and so much worry, so when you find yourself in that position just ask yourself if this opportunity is for you.
Be unapologetic when you decide to not work with somebody, you might not be able to help or even have the capacity. It is quite nice if you can refer them on to somebody else, who you know can support their needs. The industry is huge as we know, and you may well have somebody in the community whose title may be the same as yours but offer very different services. My referrals usually come from word of mouth and it’s nice to recommend others within your community to clients who require a specific service or product.
You will be very surprised at how much smoother things run when you aren’t taking on unnecessary tasks and roles. Focusing on clients and projects that fall within your ethos and messaging, is so much more fulfilling for you.
If after this you still struggle with saying no, just think of it as you are closing one door and opening another. Saying no will open your schedule to more fulfilling opportunities. I am very big on energy and if during a discovery call the energy is not there, I listen to my gut and won’t move forward with any Terms & Conditions if I envision issues very early on.
Remember time is money, the power in saying no allows you to control the client relationships that you have. Not everything thing is for you and that’s OK. Learn to set boundaries from very early on, this will help you big time.
by Nadene Martin | Feb 2, 2022 | Business, Productivity
I bet you’ve been wondering if outsourcing to a virtual assistant is a good idea, haven’t you? You are wondering if it’s going to be worth the investment and just how much time you will have freed up by hiring somebody?
Time is money, and your time is precious. Outsourcing can certainly save you time and I will go over the benefits of outsourcing your workload to a Virtual Assistant. This will involve showing you the value of this option, even if you do have much of a budget for their services.
On one hand, I have come across many potential clients who have turned their nose up at having a Virtual Assistant, many have said ‘I can do that myself, ‘automation does that’ and my favourite ‘I don’t have the budget for one yet’. On the other hand, I have come across clients who have hired me hesitantly, because previous support has not worked out as they had envisioned, because the quality of work has been poor or deadlines have been missed etc.
I will always enter a new working relationship as transparent as possible. I am not a techy VA so I won’t be drumming up an all-singing, all-dancing website or dissecting your analytics because I can’t. I don’t want to sell dreams that I can do X, Y, Z and then not deliver. The best form of advertising is word of mouth, and my reputation is important to me.
I want to share a couple of reasons why outsourcing your work is beneficial to any small business owner.
Save Time
Virtual Assistants can save you time, a lot of time. Business owners can outsource several tasks which will enable you to put your time and energy elsewhere within the business. If you are ‘time poor’, outsourcing your diary for instance will work wonders for you. The time you save, you can put that into scaling the business with new ideas, strategies and executing them one by one.
Save Money
A Virtual Assistant is not a full-time member of staff, you can reap the benefits of an assistant without the costly overheads. The list below outlines where you can save:
- There are no agency/recruitment fees to pay
- You don’t have to pay sick leave, a pension, NI or holiday pay
- No computer/laptop equipment to provide
- You will only be billed for hours booked
- No need for training costs or software licences
Sounding board
Entrepreneurs will often, start alone and building alone can feel like a lonely place. Delegating bits and pieces that are not your strengths will propel you forward faster. A VA will have the right skill set for your needs and having somebody on hand that you can bounce ideas off can be helpful. Your VA will be able to take on any task and do it effectively with very little or no support from you.
Your VA can also support business growth by recommending and/or implementing new processes, that may be beneficial to your business. That extra pair of hands is worth its weight in gold.
Reduce Stress
Trying to juggle multiple projects on your own will lead to you feeling stressed, frustrated, overwhelmed and unwell. You cannot afford to take time off, because it’s just you steering the ship. Offload those troublesome tasks that you can outsource to your VA and they will handle them with ease. Remember your VA comes armed with a wealth of experience and knowledge, relax and let go. Just imagine being able to find that harmony with running your profitable business and family life.
If you have made it this far it’s clear that if you are a fed-up business owner, outsourcing can save you both time and money. The benefits are worth investing in, how many hours can a Virtual Assistant save you a week?
When you look at the goals you want to reach for your business, it becomes clearer that a Virtual Assistant should be on your list no matter where you are in your business journey. Most Virtual Assistants work on retainers, whereby you choose how many hours you would like for them to be available just for you every month. Otherwise, if you would like to work on an ad hoc basis, that is also possible. The possibilities are endless and there is a package to suit every entrepreneur. You can check out my rates via the website and book a call if you are ready to outsource. You will not regret it.
by Nadene Martin | Jan 19, 2022 | Business, Lifestyle
Constantly on the go? Meeting after meeting can really be a struggle. Constantly putting on a brave face when all you want to do is take some time out for yourself. Monday 17th January was Blue Monday; it has been defined as:
A Monday that is depressing or trying especially because of the return to work, and routine after a weekend.
Every year the third Monday of January has been called ‘Blue Monday’. Word on the street is that this time of the year most of our new year’s resolutions have been forgotten, it’s super cold outdoors and we are all finding it hard to get back into good habits and/or work mode.
Do you practice mindfulness? I have had a think about it and I practice mindfulness very little. I find it so difficult to be present and focus on one item at a time. For example, I am currently typing this blog post and believe me I am thinking about so many other things like what to feed the children later, or what items I will collect on my next IKEA trip – random I know.
This just goes to show how fast-paced our lives are, I work with several entrepreneurs operating very different businesses, so my day is extremely varied, which I love by the way.
So, what are those mindfulness hacks you speak of Nadene? I believe these three will be great to try out.
Be present
While you’re working, be consciously present in what you are doing in that very moment, if you feel your mind wandering, pull it back and take a moment to refocus your energy to the task at hand. What you focus on, grows.
If you feel that your mind is constantly wandering, take a break. Return to your laptop/computer when you are refreshed, taken a toilet break and had a drink of your choice.
Celebrate ALL of your wins. No matter how big or small. Once we hit a milestone or goal, happiness is very short-lived because we are keen to move on to the next achievement. Sit in it and breathe. Think about the happiness your heart is feeling at that moment. All the feels, please!
Practice Gratitude
It is always easier for us to focus on negativity. Why do we do it to ourselves?
There is evidence out there that practising gratitude has that feel-good factor. Practising gratitude not only makes us feel better but can also enhance working relationships and the quality of work that we produce. As an entrepreneur, being a one-man band is stressful enough and trying harder to focus on the good, will make running the business a more enjoyable experience.
Meditation
Meditation does not have to last very long; it’s good practice to implement meditation into your daily routine (if you can). You can do this sitting at your desk if easier for you, some people meditate first thing in the morning.
Take just 5 minutes to follow your breath, this can help you to feel more connected for the day ahead.
Be kind to yourself
As Tony Robbins said ‘where focus goes, energy flows’. With that being said, we must be kinder to ourselves. Having good thoughts is good for the soul, it promotes confidence and more.
Talk to yourself kindly and say things that you would say to your best friend, a friend that you love. How you treat yourself will show others how to treat you.
I am going to make more of a conscious effort to practice mindfulness this year and beyond, what about you?
by Nadene Martin | Jan 5, 2022 | Business
You have lots of ideas swirling around your mind. You have written down what your achievements will be, how you will get there and have fired off several emails to your VA itching for the action to begin. Two heads are always better than one when building your business, use your VA to their full potential. Here are my 8 tips to get the most out of your VA.
Access all areas
Ensure your VA has access to all the areas that they need. Email accounts, documents/folders etc. from the beginning. Your VA might have their own areas where you can send them your passwords securely. I use Lastpass.com and clients can submit their passwords securely. LastPass will auto-populate the fields of various websites, so clients confidently know their information is secure.
Weekly meetings in-person or via Zoom
It is a good idea to have a regular catch-up, just to ensure that everyone is on the same page. Ask your VA to draft up an agenda prior to the meeting taking place, so you know exactly what you will be covering. Your VA understands that you are super busy and overstretched, so if you can squeeze in 15 minutes to just touch base, do it. Use this time to iron out any miscommunication or tasks which may need tweaking, reiterating or just starting from scratch again.
Use a Project Management tool to stay on track
A project management tool is helpful to keep an eye on tasks assigned to you, your VA and any extended team members (if applicable).
Having a tool in place gives you a complete overview of projects, who is responsible for what, by when etc. You will be informed when tasks are completed, pushed back or if more information might be needed. It’s also helpful to keep all communication in one place. Imagine spending all that time trawling your mailbox for your key correspondence.
My go-to is Asana. As a Certified Asana Pro myself, I love the simplicity Asana brings and it can be integrated with so many other tools which you may already use. Asana offers a free version which is cool.
Some other project management apps to check out are:
With all the above, it is worth noting that they are not one size fits all. See what works for you and your business.
Be realistic
When giving your VA work to do, be realistic in how/when you expect the work to be completed. If it is urgent, please be specific and say when you require the work to be completed. I have a rule of thumb that the client’s deadline is never my deadline. I always aim to deliver work a day or two before the deadline, that is always a good feeling for us both!
Mistakes happen
When mistakes happen, give your VA a chance to rectify the blunder and have a discussion as to how this can be avoided in the future. It is good to talk, you want to create a safe space for you both to have conversations that might feel uncomfortable, it’s always better out than in.
If your VA feels as though they are constantly walking on eggshells, it will show in the work that he/she produces.
Increase responsibilities
VA’s are hired to grow with businesses, as part of the team. Once your VA has learned the basics, why not hand over a little bit more. You have hired a VA because you are overstretched and want to concentrate on what you love to do, so don’t shy away from letting go that bit more. You will have hired him/her to support YOU so let them do it. If your support is unfamiliar with something that happens within the business, invest in some basic training, or show them the ropes where you can.
I once had a lovely client who recorded how-to videos for me, they worked well as I could refer to them had I ever got stuck.
Be transparent
I have covered this above but please if you are unhappy about something – say it! We are not always going to get it right and would rather you speak to us directly than be unhappy with the work that is being produced, remember you are paying for a service and your VA is not a mind reader.
Communication is key. Emails can be misinterpreted or come across in the wrong tone. Maybe follow up with a call to confirm that the instructions have been received and understood.
Trust the process
Lastly, this might be your first time using a VA or you could be well seasoned in using VA’s. Each one will be very different so treat them all as an individual. Not all VA’s will be technical and not all VA’s will be general, but what they will all be is excited about working with you. You might find you even need more than one VA for different aspects of your business, and that is fine too.
Look at what you need and outsource it, so you can focus on the things that you love/can do.
Book in a discovery call here, if this gave you some food for thought.
by Nadene Martin | Dec 29, 2021 | Business, Inspiration, Services, Thoughts
Gosh, what a year, I cannot even begin to think about 2022 as it feels like a massive gust of wind came along and swept the year away. It feels weird to even be writing one last blog post that will close 2021.
I have been thinking about how I have spent my year and I have done so much despite the pandemic. There are so many others within the VA industry doing what you do out there and that should not make you feel inferior to anyone, so focus on yourself and go at your own pace. I joined so many groups on Facebook and followed profiles on Instagram wanting to drown myself in knowledge and truth be told, I overdid it. Everyone is going to do things differently and that’s OK. Nobody is me at the end of the day, my clients work with me because I am awesome (obvs) and have the skills that they require. We often find ourselves selling our services when people ‘buy’ from people, shine bright like the diamond that you are!
Throughout the year, I understood that to move forward within the business I had to really drill down on what I love doing as opposed to what would bring in the most money. If you don’t love what you do, why are you doing it? I refined my packages, added new services, removed some services, said no to various work that did not bring me joy and it felt so good within my heart.
I am 110% confident in all the packages I offer, my rates and the value that I bring to my client base. Having the right skill set to support overwhelmed business owners is such a great feeling. Knowing that I have contributed to their growth and sharing the same vision in even a tiny way, makes all the difference.
Small business owners usually take on Virtual Assistants as soon as the workload increases or the overwhelm is too much, you do not have to wait until the eleventh hour to grab yourself some support. Since the pandemic struck, we have (Virtual Assistants that is) been in popular demand, this has continued throughout, and I love that we are no longer seen as an unnecessary expense. As I tell all my clients, see us as an investment for your business and believe me we really are. Each VA will bring something different; some are traditional like looking after your day-to-day affairs, and others may be techier whereby they can take care of websites, podcasts etc. Whatever your needs are, there is someone out there for you.
If you have been thinking about it for a while, or are ready to take the leap then feel free to book a discovery call with me to discuss your needs. If you are unsure, we can brainstorm together, two heads are always better than one.
See you on the other side!
