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.
MSM? 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!

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...

Join Me, Anyone?

I've had some good light-hearted discussions recently with a few VA friends of mine about the things we would do if we had more time. Getting back into shape came up in almost every conversation.

It struck me that as Virtual Assistants, we're really good at helping others, but sometimes we don't stop to consider some of the things we need until they can't be overlooked anymore. In fact, if we could exercise for our clients and check that off their daily agenda, a lot of us would probably do that a lot sooner than we would exercise for our own benefit.

I've used the "I'm too busy" excuse for a while now, but I know it's time to make some changes and set some fitness goals. So I thought what better time to invite me my fellow VAs and blog readers to join me! That's right- I'm looking for at least 10 other VAs to join me- the more the merrier.

I've signed up for the SparkPeople program at http://www.sparkpeople.com/. It is a personalized online diet and fitness program. I was shocked that such a comprehensive program is FREE. No, not just initially, but forever- or at least as long as you live. I figure I have nothing to lose but some weight, right?

You'll be hard-pressed to find something this program is lacking. It seems to have it all:

*personalized diet plan (optional) and food tracker

*personalized fitness plan

*lots of great recipes

*expert advice

*online community resources

* and more

So drop me an email right now at info@officesupportnow.com and let me know you're in. (No matter when you read this post, it won't be too late to join!) I will email you back with an invitation to join the special group I have set up on sparkpeople, just for us VAs. Or, of course, you can post a comment to this blog if you prefer.

And how does this posting pertain to running a successful business? Well, it's simple. The better you take care of yourself, the better you can take care of your clients. You'll have more energy and work more efficiently. Hey, we're all for that, right?

Spring Cleaning for Your VA Business

Spring is just around the corner, and many of us engage in our "spring cleaning" rituals around the house. It's such a good feeling to have everything in order and to check those elusive tasks off your list that you hadn't found time to do in the weeks past.

While you are enjoying the "fresh start" at home, why not carry that same mind set into your VA business? This is a great time to set aside a block of time to improve your organization as well as tackle some of those tasks that you haven't been able to get to recently.

• Backup your computer files (but PLEASE don't let that be a once-a-year event!)
• Update your website.
• Start that new marketing campaign
• Reorganize your filing system
• Send out thank you notes
• Create a PowerPoint presentation for your VA business
• Start a blog
• Rearrange your workspace for better efficiency

Whatever it is that you have had on your list or in the back of your mind, now is the time to invest in your Virtual Assistant business and plan to do a little "spring cleaning".

No Room for Compromise

It is important to remember that everything you do as a Virtual Assistant will affect your reputation. Although it is hard to imagine, the VA community really is a small world. Those of us who have been around for a little while are familiar with many other Virtual Assistants across the country (and further) and their reputations.

I can't think of anything more important than protecting your reputation as a Virtual Assistant. When it comes to your integrity- or others' perception of your integrity- you have to be both careful and deliberate. There is no room for compromise.

Here are some simple suggestions to safeguard your reputation:

• Keep your word, both to clients and VA peers.
• Avoid even the appearance of impropriety. Perception is reality for many.
• Choose to do business only with reputable professionals and businesses.
• If you find out mid-way through an assignment that a client or project is not ethical, moral or legitimate, decline further service immediately.
• Keep organized records of all transactions.
• Offer a guarantee for the services you provide.
• Post your information on your website that gives visitors an understanding of your business ethics.

If you have been a Virtual Assistant for any amount of time, chances are you have run across- or will run across- a potential client who has illegitimate intentions. If intuition tells you that something isn't right, seek answers for your questions. If you wouldn't be proud to have your name associated with that client or project, don't provide your services.

While your good reputation can't be built overnight, it certainly can be marred very quickly. Protecting your good reputation does not have to be difficult. Use good judgement in accepting clients and assignments.

The Power of a Proper Thank You

Virtual Assistants, as I mentioned in one of my previous posts, are famous for being overachievers. We take the relationships we have built with our clients very seriously, and we constantly look to improve them even further. We are always asking ourselves, What can I do that is more than what my client is expecting?

We know that those little extras that take just a few minutes of our time can make all the difference. They show our clients that we care- and that we are willing to go above and beyond in the name of service. We want them to know and feel that we are genuinely concerned with their success.

While it is great that most of us VAs approach our assignments that way, I think we need to remember to take time to focus on some of the basics of a client-VA relationship as well- most importantly, thanking our clients for their patronage. I know we all note something down toward the bottom of our invoices, but is that really a thank you?

Do you remember the last time you did business with someone and they sent you a thank you note or card? I'm not talking about an email. I am referring to a tangible paper product sent to your physical address that bears that professional's personal words of appreciation for your business.

These days, it is a practice that is often overlooked. There was once a time when people were insulted if they didn't receive a thank you note after for doing business with certain companies or professionals. Now, it seems we are flattered to receive any attention at all after the sale.

Sending your client a thank you note is a great way to continue to build raport with them. It says I am grateful that you chose me to provide the services that are important to you and your business. I know you had other options and I genuinely appreciate this opportunity. It is well worth the little bit of time that it takes. In my opinion, it is one of the most sincere gestures that you can make.

Some things never change, even when you work virtually.

Get More Clients by Networking

Time and time again, I hear from new VAs who are wondering where and how to get clients. It's easy to think that you can set up a website and all of your clients will just some to you. Unfortunately, it doesn't quite work that way, not at first, at least.

Networking will be the single most valuable marketing skill that you can possess, both with VA peers and prospective clients.

Talk to other Virtual Assistants. Inquire as to whether they need assistance with overflow. Send your resume to them. But please realize that networking doesn't end there. It's not about contacting people once whom you hope to find work with. It is about building relationships and trust. The benefits of networking are not always immediate.

Networking with prospective clients is much the same. Know who your target group is- small business owners, real estate agents, coaches, etc. Start to make contacts and keep in touch periodically. Get to know them and give them a reason to trust you with their business. Allow time for them to realize that you are a professional and an expert in your skill set.

Also don't discount the importance of networking with existing and former clients. Ask them for referrals. Nothing speaks more clearly about a professional than an endorsement from an already satisfied customer. If you do get a referral from a client, please remember to thank the source.

Never Miss a New Posting to the Virtual Assistant Connection

Well, sooner or later, I knew I would find time to get with the times. I am happy to announce that you can subscribe to my blog and receive automatic notification every time I post something new. If you would like to do this, you have two options:

1.) Click on the orange RSS button on the right side of this blog page and automatically have each update sent to your RSS reader.

or

2.) Use the very short and simple "Subscribe" form also to the right and enter your email address. An email update will automatically be sent to you with each posting. All email addresses are held in the strictest of confidence.

As always, thanks for visiting my blog. Feel free to email me at any time (info@officesupportnow.com) with your suggestions on how I can make this blog a better resource for Virtual Assistants. Or you can simply post a comment.

NEW CertifiedVP PRO eCourse; Become a Virtual Assistant

If you are looking to become a Virtual Assistant or improve your existing VA business, the CertifiedVP PRO eCourse is now being offered. You can even start your eCourse today!

This new option combines both of the intial eCourses into one economical eCourse. Those who successfully complete the eCourse will receive a certification from CertifiedVP, which is a great addition to your portfolio.

You can also take a FREE evaluation exam with no further obligation at http://www.certifiedvp.com/home/index.html.

It's a Snap!

First, I should thank you for continuing to read my post after suffering through the corny title.

However, I don't think you will find anything corny about Time Snapper. It's a time tracking tool that takes "snapshots" of your day and allows you to replay your day like a movie. I think it's a great concept- we all know that VAs could use a tool like this. Visit www.timesnapper.com for more information.

Why I Am a Virtual Assistant

There are many reasons that people may enter into the Virtual Assistant field. For some, it is an opportunity to work from home and spend more time with their families. For many, it is an opportunity to make money. While there are no "right" and "wrong" reasons to become a Virtual Assistant, I can tell you that for me it's much more than what is listed above.

What motivates me most as a VA is that I have the opportunity to contribute to the success of other professionals and small businesses. When I see my clients reaching new goals and realizing their dreams, it is the most rewarding experience.

Oftentimes, my clients express gratitude for competent, efficient service. It is a relief to them to be able to confidently delegate important tasks, knowing they will be completed properly and on time. They are able to focus on growing their businesses, not simply trying to stay afloat amid a sea of administrative tasks. That's why they started their businesses in the first place- to make them into something that is successful and rewarding.

I have to say, the pleasure is all mine. I am thankful that my clients have allowed me the privilege of providing the administrative support they need. Virtual Assistance is the career I have chosen, and I can't imagine a more rewarding role than to help them realize that their dreams and goals are attainable.