Thankfulness, Counting Your Blessings One By One

Tis the season to reflect on all of the things we’re thankful for and this year is plentiful. So, here’s my condensed list:

• for a loving, supportive husband and son who encourage and treasure me
• for friends that always have a quick minute to catch up when I’m having a “need to connect” moment
• for the Refresh ladies who are faithful in their attendance and sharing
• for my Skype buddy who allows me to pop in whenever I feel the need
• for my Lunch friend who enjoys those impromtu 1 1/2 hour lunches out as much as I do
• for my awesome clients
• for my incredible VAcommentators team
• for the virtual friendships of other VAs, even though we’ve never met in person it doesn’t lessen our friendship

Wishing each and every one a blessed Thanksgiving season!

Until the next leaf falls,

~Ruth Martin, MaplewoodVA

Becoming an Expert

When people consider you to be generally trustworthy or competent, they confer credibility upon you — you become the “expert.” It’s at this point that the messages you say or write will demonstrate your expertise in knowledge, experience, and pride in a particular product or service.

Your messages should first say something about the product or service and the reader/listener will weigh it on desirability, exclusiveness, and believability. An ideal message should be distinct in that it does not apply to every brand in the product category. Most importantly, your message should be believable.

A study conducted by Flanagin & Metzger in 2000 in the US noted that newspapers were rated as the most credible medium. In comparison, the Internet, tv, magazines, and radio were perceived as less credible; however, the differences were only marginal. Of the information types provided by these media, news, reference (factual information) and entertainment information were perceived to be more credible than commercial information. There is a perception that the printed word is more reliable than the spoken word or words presented in electronic form. (A validate reason to write and submit articles to build your credibility.) The Internet was perceived as a relatively credible source of information that may supplement newspapers and other media. Factual information was perceived to be equally credible in the Internet and in the printed newspaper.

So, when it’s all said and done – when people consider you to be generally trustworthy or competent, they confer credibility upon you — you become the “expert.”

Until the next leaf falls,

Ruth Martin, MaplewoodVA

Don’t Be A Fair Weather Professional

Your actions, or lack of actions, can speak louder than words. Please be aware of the message that you are sending. Do you wear your professional hat with regularity? Are you leaving the impression that you want?

Several months ago I contacted someone about services for my business. All seemed fine and I thought we were going to begin. Some additional information was requested from me, I sent it, and never heard from the person again. I sent several emails and even phoned to get no response. I was truly disappointed because I believed this individual definitely had the talent to do the job and I was willing to pay top-notch because of this expertise.

I send many emails for my clients and myself. It truly amazes me when we have a bit of exchange and then the other person just seems to drop off the face of the earth. A polite reply or any other response would be most professional. Or, I get an email signed with only a name and no business name or website link. Sometimes, I simply don’t recognize the name and will ask for help jogging my memory to where I know you from.

When I have these interactions (or lack of interaction) it really makes a less than favorable impression. If answering simple emails is falling through the cracks then I wonder if an actual project would be handled with the same level of detail.

Please don’t be a fair weather professional. You never know if the contact/impression you just made may influence a networking venture later on.

Until the next leaf falls,

Ruth Martin, MaplewoodVA

Where Everybody Knows Your Name

If you ever watched the tv show Cheers then instantly you’ll remember Norm – the fellow that was greeted as he walked through the pub’s door with a hearty cheer of his name. “Norm!” With a smile and a wave Norm took his favorite stool at the end of the counter and then did what he did best. Sip, talk, nod, and become memorable in the minds of so many viewers.

Are you memorable? Does everybody remember your name, occupation, or the reason why you’re the person for the job at hand? It’s now time to make the change. When you meet someone take the time to get to know others and make a good impression. When you’re first meeting someone extend your hand and introduce yourself with both your first and last name. Tell the person a sentence about yourself or your company to associate your name to something. You can even hand them something tangible to remember you by – a visual reminder can’t be beat.

Another way to be memorable is to remember the special moments in other’s lives. When someone mentions an upcoming milestone take a moment to jot it down and send a note of congratulations or acknowledgement. My friend, Sue, is superb at sending notes and cards. She keeps a special binder filled with everyone’s special dates and probably keeps the postal service in business with all of the stamps she uses.

Develop an identity brand if you don’t have one. I recall a neighbor that always gave shiny pennies away to all that he met. As a child it was such a treat to see ‘Mr. Neighbor’ on the way to the post office. After exchanging pleasantries and before we’d part he would always reach into his pocket and pull out a shiny penny. He’d say, “Here’s a little luck coming your way!”

It doesn’t take something huge to be memorable in the minds of those you meet, especially when you do it with sincerity. Just think about what you can do today to stand out from the rest. What will make you memorable to those you meet?

Until the next leaf falls,

Ruth Martin, MaplewoodVA

Do Businesses Need Boundaries?

We’ve heard that old saying that “good fences make good neighbors” but can the same be said for business practices. I think so. Just because the guy down the street runs his business one way doesn’t mean its ideal for how you run your business. And, because I discount a certain percent to my customers doesn’t mean the next business will do the same. Or lastly, just because one form of payment is accepted at XYZ Business doesn’t mean that I accept that payment at my business.

As an entrepreneur you need to determine how you want to structure your business to function, the products and services you will be providing, and how you will handle your customer service.

Recently a client inquired about my services for a small project and after discussing the scope of the work we talked about methods of payment. I prefer utilizing the services of Paypal who will process payments from those having an existing account and those that do not – utilizing a credit card/debit card payment instead.  It’s a quick and efficient way to handle payments and easily recognized by most.

The client preferred to use another online method to which I don’t currently provide an alternative. I offered to provide information to contact another virtual assistant that may accept alternate payments. The client declined and decided to instead simply make payment via Paypal and secure my services.

So, do you set boundaries or bend the rules to accommodate the unusual requests? If you bend the rules for ‘this’, does it also mean you need to bend the rules for ‘that?’

I believe that businesses do need boundaries. Boundaries keep the lines clear and the office running smoothly. Everyone knows what is expected and how the pieces fix together to collectively produce the end result. It’s impossible to please everyone and any business that tries will surely flounder, if not fail. Not every request is profitable for the health of the business. That is why businesses often choose a niche service or product line that is more specialized rather than try to be the “be-all” to everyone.

If you’ve been hesitant to strengthen those fences or need to make any repairs to the holes between the pickets I encourage to just jump in and do it. You’ll be glad these fences are strong and when the time comes to test the strength of the “push” against your boundary line you will take comfort in knowing that it can withstand.

Until the next leaf falls,

~Ruth Martin, MaplewoodVA

Knowing Your Limits

Setting limits based on experience is smart. It avoids mishaps, confusion, and frustrations. Allowing experts in specialty areas to work their magic with these finer points always wins in the long run regardless if you’re available and willing to try something. You wouldn’t call the Maytag repairman to fix your garage door and so you shouldn’t hand off a project to someone less versed in the project specifics.

Until the next leaf falls,

~Ruth

Just Doing a Little Volunteering at VANA

I believe that volunteering is important, rewarding, and something everyone should get involved in. I’ve done much volunteering over the years and was a manager of 40 volunteers for a non-profit organization. With that being said, when Tawnya Sutherland of VAnetworking asked if I’d be interested in moderating a forum about Organizing, Efficiency & Project Management at the VAnetworking website I didn’t hesitate but said absolutely. 

I’m happy to give back to an organization that gives so much to virtual assistants worldwide; myself included. I’ve really enjoyed the friendships I’ve made, the networking connections, and being able to interact with colleagues near and far.  Whenever I’m searching for some interaction from the ‘virtual office’ this is one of the first places I head to.

So, if you have any questions about Organization, Efficieny, or Project Management then pop over to VAnetworking.com and we’ll get the conversation rolling. 

Until the next leaf falls,

~Ruth

PS: If you have questions about any thing pertaining to virtual assistance then also pop over to VAnetworking.com.  There are so many different forum topics including one specifically for general questions.  VANA is THE place to get an honest and straightforward answer.  Hope to see ya around the forum!

VAnetworking is Celebrating

VAnetworking.com is celebrating their 5th Birthday in one gigantic bash for all Virtual Assistants worldwide! And if you are a Virtual Assistant or even just thinking about becoming one, there’s a lot to celebrate and a truckload of prizes to be won. RSVP at http://www.vanetworking.com/birthday.html to receive your special invitation to attend this party that will be celebrated over the next 20 weeks.

I’m attending, cya there! http://www.vanetworking.com/birthday.html

Until the next leaf falls,

~Ruth

Got a Red Hot Resource Book? You should!

If you’re like me you come across a variety of online resources that you want to explore and those that are favorites and you want to keep. But what to do with all of these website addresses? How do you keep them organized?

That’s where the “Red Hot Online Resource” book comes in. A simple 6×9 ring binder with alpha tabs and lined paper will set you on your way to organization in a flash. Simply jot down the URL and then when you need a source for online greeting cards, ebook covers, or social networking sites (or whatever) you have it at your fingertips.

Think of it as your very own customized directory of where to find it on the web.  If there’s a listing in an article just clip it and tape it on a page. You’ll never need to search again for that great website that so-and-so told you about and those little scraps of paper will become a thing of the past.

Happy organizing!

Until the next leaf falls,

~Ruth

Virtual Assistant High Heel Day – Are you a participant?

Mark your calendars and grab your high heels! It’s all in honor of Virtual Assistant High Heels Day on July 9th and being observed by some all week-long. 

When VANetworking founder, Tawyna Sutherland saw the High-Heel-A-Thon for the March of Dimes mentioned on the Live with Regis & Kelly morning show she knew that THIS was something that would appeal to virtual assistants worldwide. She put out the word and the challenge to dig out those high heels that many  had stowed away when we started our home businesses. 

So, I participated, too. 

Hope you’ll join me, afterall, it is for a great cause. . . . and it’s fun to wear heels to work again. Click here to view some of the other VANA participants.

Until the next leaf falls,

~Ruth at MaplewoodVA

Business Boundary Lines

When you hear the phrase, “Business Boundary Lines,” do you think of fences with barbed wire on top, block walls, lines on a map, or policies to guide good business practices?  I’m hoping you chose the last one – policies to guide good business practices.

You may wonder why would a business need boundary lines after all a business is here to serve it’s customers.  That’s a great question and let’s explore three reasons to have good boundaries. 

• Reason 1:  Businesses need to establish hours of operation.  This provides customers with standarized days and hours that they know they can contact your business to schedule meetings, conduct business, and purchase services or goods.  Without some idea of hours of operation a business runs the risk of being on demand 24/7.  No one wants to get a phone or email at 11pm requesting work be completed or inquiring about something? That’s simply no fun!  When owning your own business it’s important to schedule personal time, vacation time, holiday time, doctor appointments, and time to meet with potential clients.
• Reason 2: Businesses need to establish the types of services that will be offered.  If a customer requests something beyond the services typically provided then by all means do not say that you can provide that service. Stick to what you do best!  Being a jack-of-all-trades doesn’t make you great at everything.  Only offer those services in which you excel.
• Reason 3: Businesses need to know their policies and adhere to them. If your policy is to only work virtually – as a virtual assistant – then do not go to an office location to do weekly tasks. I certainly understand that it is helping the customer out but your business is a virtual business. Utilize a remote access utility like LogMeIn or GoToMyPC to do this task.  Additionally, if customer wants to drop by your home office to discuss a work project and you’d rather not due to privacy reasons then suggest you meet at their office or a coffee shop.  It’s okay to tell the customer that your policies state that you do not offer any on-site consultations.

Each business will have different and varying boundary lines but one thing is the same. All healthy striving businesses DO have boundaries whether written down policies to be distributed or unspoken but conveyed. An example of an unspoken conveyed boundary would be displayed business hours – whether in a business window or on a website.  If it says the office closes at 6pm then calling at 6:05pm will mean the caller gets the answering machine with the cheery greeting.

How’s the old saying go, “Good fences makes good neighbors?”  The same can apply to business, “Good boundaries make good clients/customers.”

Until the next leaf falls,

~Ruth at MaplewoodVA

PS:  Tell me about your boundaries. Do you have them in place? Are they working? Have you had any boundary issues arise that you needed to take a second look at establishing new boundary lines? I’d like to hear from you.

Who Pays for Learning? Is Training Really Free?

First off, I typically don’t charge a client for training time. Goodness, that’s money in the bank for me!  Knowledge is key and no one can take that away from me. I can use that newly learned knowledge to gain other clients, boost my reportoire of skills, and best of all the training is not costing me one cent. How many times does that happen? Sure, the training hours take time but it’s probably a small investment of time compared to the future work this client, and others, will bring to you. (Only you can answer that question for certain.)

Once a new software/system or skill is learned it can be used to market yourself to others in this chose industry that are using this specific software/system/or needed skillset. Surely, more than one individual is using this and your newly gained training may open up another avenue of potential clients.

Let’s do some quick calculations to see . . . time in training (”X” hours) x your rate versus number of projected hours of work with client x your rate. Which is the higher number? Is this time investment worth it? (Only you will know.)

These questions will get you thinking about things a bit differently the next time you’re asked if you charge for training time. In the end you need to follow your gut, weigh the Pros and Cons of things, and make the decision that is best for you. No one else needs to understand it, or agree with it.  Sometimes, as business owners we need to compromise a bit to gain the money in the long term. We may bend the rules a bit but the risk and pay off can justify the means.

Until the next leaf falls,

~Ruth

 

The Art of the Elevator Speech – Meetin’ n Greetin’ Scene

First, let me say that there really isn’t one standard elevator speech BUT with practice you’ll quickly start tailoring your comments to the situation and questions. No one does it perfect every time [me included] and I rarely say the same thing twice. 

So, I’d like to introduce myself to show you what a possible elevator speech could be. Then it will come down to choosing what feels comfortable to you.

Scene: A Chamber Mixer where everyone is Meetin’ n Greetin’
Take One
Action!

Ruth: Hello, I’m Ruth Martin of Maplewood Virtual Assistance.

Andrew: Hello, I’m Andrew of Southmark Management. What does your business do? A ‘virtual’ what?

Ruth: I turn office headaches and paperwork frustrations into a thing of the past for small and medium size businesses without ever stepping foot in a business office.

Andrew: Really? How do you do that?

Ruth: Clients delegate their time-consuming projects to me. Then I work from my home-based office, using my own equipment and software, to process their work. The finished work is returned via email, fax, or by courier to the client. I can do any administrative office task in this way except bring you coffee. {chuckle, chuckle} But, if that’s necessary I’m sure I could arrange to have a delivery service do that, too. I’d love to learn more about your business and talk with you about delegating your non-revenue generating tasks. The kind that just seem to eat away the time in your day. You should take advantage of my free consultation to analyze your needs. I could give you a call on Wednesday? Which time would suit you best, 10am or 1:30pm?

Andrew: 10am would be great. I can’t believe that you can really do work without stepping into my office.

Ruth: Many things can be done virtually quite successfully. We’ll talk about all of the possibilities. {Hand Andrew a business card with the appointment time written on the back.} Until then, why not make a list of what you’d like to delegate off your to-do list and then we’ll go over your list. It’s been great meeting you and I’m looking forward to learning more about your business on Wednesday. {hand shake … curtain closes}

Sometimes, just hearing someone’s elevator speech is enough to know that you can do it, too. With a bit of practice you’ll find that you’re networking everywhere you go.

Until the next leaf falls,

Ruth at MaplewoodVA

 

Honoring The Professionals In Your Midst

Did you know that Wednesday, April 23rd is Administrative Professionals Day? Since I am a Virtual Assistant this one is circled in red on my calendar.  

It’s easy to overlook those working virtually who make running the office easier but I’m going to give you seven quick ideas of how you can honor the professionals in your midst:

1. Send an email or e-card to just say “Thanks” for your hard work.  It’s amazing the weight a simple e-card can carry to let someone know you notice the difference they make in your business success and growth. We all like to know we’re doing well and making a difference.
2. Treat your professional to lunch. If your professional works virtually then surprise him/her with a gift card or other food treat delivered right to their office door.
3. Invite your professional to take an extra 1/2 hour when on their lunch break. This could be used for running errands, reading a book, or whatever the professional desires. Just a small perk but one that will be appreciated and noticed.
4. Consider lightening the workload for one day. Or, assign projects that you know your professional enjoys working on.  Save the tedious hair-pulling project for later in the week.
5. Have your professional go home an hour early for the day or come in an hour later.  The extra personal time is really quite a nice treat!
6. If you’re working with a virtual professional, then increase the number of contract hours for the month. The added income will be welcomed.
7. Refer your virtual professional to someone who you know could benefit from his/her services. Then drop an email or note to let your professional know you referred them.

Hope you do something special to honor your professional. I’d love to hear your stories so drop me a note and let me know what you will be doing.

Until the next leaf falls,

~Ruth

PS: In honor of Administrative Professionals Day take advantage of my special offer — pay for 5 hours of services and receive 1 hour free!  Offer good through April 30, 2008. 

Wonder + Idea = Reality for Entrepreneur

A 1st Year Business Anniversary 

 

HAGERSTOWN, MD (April 2008) – It started with a “wonder” turned into an “idea” and finished with a “reality” when Maplewood Virtual Assistance LLC was born on April 25, 2007. This month MaplewoodVA is celebrating its first anniversary as a full-service administrative office support business.

 

Even though MaplewoodVA is a newly formed business, Owner and Virtual Assistant, Ruth Martin has been working virtually from her home-based office since August 2000 when she first started working locally as a church administrative assistant for a Paramount area church and began data entry work for a local non-profit organization. Martin explains, “Many times women are faced with job transitions as our family dynamics change and grow. It was for these reasons, I found myself simultaneously maintaining two work-at-home jobs.” Today her clients span coast-to-coast and international.

 

The advances in technology make working from home equally as effective as working in any office space. Martin provides this example of how limitless working from home can be: Recently she worked as part of a four-woman special project team to assist a client with a website e-commerce redesign. The client was located in Alberta, Canada and made contact with another virtual assistant (VA) in Alberta who assembled the team. The team’s physical locations spanned three countries, two continents, and coast to coast in the US – representing Canada, Australia, Arizona, and (Martin) in Maryland – and each team member offered her specialized niche talent to the project. Transferring data and tasks via the Internet made working around the different time zones and physical locations very easy and irrelevant to getting the job done. 

 

The numbers of work-at-home mothers are among one of the largest growing industries in recent years. Martin is a member of VAnetworking.com (VANA) one of the largest and fastest growing global virtual assistant associations with 8,000+ members. A survey of 761 virtual assistants, conducted by VANA in October 2007, revealed these interesting statistics: 96.8% of all Virtual Assistants are women and that 69.3% of these are married of whom 76.1% have children, 59.2% have college or trade school training with 82.5% starting their businesses after being in the workforce for some time.   

Persons interested in starting their own work-at-home business could follow Martin’s footsteps by 1) doing research into the type of service or job potential customers may be interested in, 2) niche the services to focus on a specific target market’s needs, 3) assemble a team of business consultants – attorney, accountant, and insurance agent – to provide sound business guidance in setting up a viable business structure, 4) create business and marketing plans and 5) join associations relevant to your chosen industry. While there are many more steps these five keys will lay a good foundation for a strong business.

 

For Martin this past year has been successful and memorable with the honor of being awarded a VANA VAccolade Business Entrepreneurial Award and a Blog of the Week Award, participating in a Christian Work-at-Home Mom (CWAHM) broadcast, and watching her client base grow. “Sometimes that first shaky entrepreneurial step is the hardest to take but I encourage others to turn their ideas into a reality. In the uncertainty of today’s economy, I can be assured of my income, work flow, and time available for my family’s needs. I truly have the best of both worlds – business and family.” says Martin.

 

Until the next leaf falls,

~Ruth

My Right-Hand Assistant

Many offices have one!

You know the type – always interested in your projects, needs your undivided attention, won’t let you move things without some sort of inquiry or move of interest.  You guessed it! I’m referring to my “Right-Hand Assistant,” my cat – named “Kitty”. 

When I decided to make the move from working in a corporate world to the outsourcing world of Virtual Assistant, I never realized the adjustment would come with a furry friend assistant and companion.  Weekdays you’ll find my assistant nearby — stretched across the end of my P-shaped desk or curled up on the side chair.  Just the rustle of papers from the file cabinet or the hum of the printer will bring the patter of paws to my desktop.  Having an assistant is good discipline for keeping your desktop tidy because extra pens can be used as batting toys, ending up on the floor.

Amazingly enough, my silent partner always seems to know just when it’s end-of-the-day quitting time.  If I fail to notice, Kitty takes that moment to pounce on my woven Persian rug coaster and sends it sailing across the desk or to the floor.  That’s my cue to wrap it up and join the rest of the world in making the transition from work day to leisure time.

The best part about having such a loyal assistant is the melody of purrs when you’re crunching numbers or proofreading a document.  If you haven’t found an assistant of your own I encourage you to take the leap. You’ll be glad for the companionship and it saves getting an alarm clock. 

Until the next leaf falls,

~Ruth

Latest Email Scam – Hit Man Threats

Most of us can say we’ve received email from scammers and spammers informing us of being a lottery winner in a foreign country or requesting help to move/retrieve money from a long lost friend or relative but now the cyber thieves are stooping to a new low – Hit Man Threats.

These death threats are intended to scare one into handing over large sums of money so that the hit man, who is the one that is sending you the email, will double cross the “close friend” who has put the death threat against your life.

The email will say in part, “Am very sorry my friend, is a pity that this is how your life is going to end as soon as you don’t comply . . . I don’t have any business with you, my duty as I am mailing you now is just to KILL you and I have to do as I have already been paid to do.”

It continued, “Get back to me now if you are ready to pay some fees to spare your life, If you are not ready for my help, then I will carry on with my job straight-up.”

The FBI is aware of these types of emails with warnings of this scam dating to 2006 and first emails showing up in the US 6-8 months ago. These messages of fraud are coming from overseas with at least one traced to Eastern Europe.

While emails of death threats and extortion are nothing to be taken lightly we can take comfort in knowing that this is an FBI known scam. We can contact our local law enforcement to make them known the scam has reached our hometown community, and we can safely hit “delete.”

Have I done anything differently? Yes, I contacted my local law enforcement, and I told 8,000 of my closest Virtual Assistant friends at VANA (Virtual Assistant Network Association) the largest VA industry online about this type of scam so none of them will allow a scammer to conduct fraud. I’ve also posted on the Virtual Assistants Forum Board to several hundred more VAs.  And now, those 8,000+ friends have the knowledge to tell each and every one of their clients, co-workers, family, and friends. The more knowledge we share about scammers and their practices the better prepared we are to combat these nuisance emails and the more empowered to just hit “delete.”

Most importantly, DO NOT RESPOND to these types of emails. The scammers are hoping to lure you to give them cash or give them personal data so they can steal your identity.

Be aware and be safe!

Until the next leaf falls,

~Ruth

Listen to the CWAHM Valentine Special Podcast

 

Be sure to click on the button to listen to the Christian Work At Home Moms (CWAHM) Valentine Special Radio Podcast (airing Feb. 14th)! Not only will you get to hear some great topics to encourage you spiritually while you work from home but you’ll also get to hear about some really great Valentine Specials.  We’ve included a Sweetheart of Savings Special, too. HINT: Drop me an email with the words “BE MINE” in the subject and receive 15% off any service.

Jill Hart hosts the Christian Work At Home Moms Radio Show and Diana Ennen co-hosts the Success from Home segment.

Happy Valentine’s Day!

Until the next leaf falls,

~Ruth

Better Than a Genie In a Bottle

Just had to share a recent phone conversation with a local auctioneer that made me chuckle . . .

I donated a gift certificate for several hours of Virtual Services to a local charity benefit auction and the auctioneer inquired to what exactly a VA is and does.  After explaining and answering his questions. His response was, “That’s better than a genie in a bottle! You certainly get more than three wishes and a heck of a cleaner desk after handing over all that darn paperwork.”

I’d never thought of a virtual assistant like that before but thought he summed it up quite uniquely, huh?  Watch out Christina Aguerila soon virtual assistants will also be singing, “I’m a Genie in a Bottle.” ; )

Until the next leaf falls,

~Ruth

Who Loves Ya, Baby?

Remember the 1970’s tv show “Kojak?”  Telly Savalas played the Tootsie Pop lollipop loving police lieutenant who always asked, “Who loves ya, baby?”  Virtual Assistants can easily answer that question with just one word – clients.

Our clients who represent small- and medium-size businesses, solopreneurs, entrepreneurs, authors, coaches, speakers, real estate agents, and the list goes on and on are the ones who love working with VAs.

So, what is it that is so lovable about outsourcing work to a virtual assistant you’ve never met in person and may only know as a voice on the phone or a friendly email recipient?

• VAs bring order to otherwise unorganized work patterns.
• VAs bring experience and skills to those needing extra knowledge with software and it’s applications, information on technology’s latest advances, and time to assist businesses in their business practices.
• Clients love that delegating tasks to a VA is more cost effective than hiring an in-house assistant.
• Clients love that they don’t need to provide an extra office or equipment in order to get relief from some of the daily tedious tasks that just must be done when you run a business.
• Clients love that they can commission a block of hours each month or just hire a VA for a specific project always knowing that they only pay for the time the VA is working on task.
• Clients love having a partner that is vested in their business success every step of the way.
• Personally, I think that clients like knowing their VA is only a mouse click, a phone call, or a fax transmission away so having contact regardlesss of physical location is really easy to do.

 So, the next time you happen to catch one of those old “Kojak” re-runs and you hear Telly Savalas say, “Who loves ya, baby?”  As a VA, you can be sure I’ll be smiling and answering, “My clients.”  It’s mutual, you know, I really love the clients I work with, too!

Until the next leaf falls,

~Ruth                                                                                                                                                “Enabling businesses to work smarter, not harder” is the motto of Maplewood Virtual Assistance, a Maryland based full service administrative office support business. Interested in learning ways to outsource your time-consuming tasks, how cost effective outsourcing can really be, and why going virtual with a skilled and knowledgeable assistant can be the right choice for you? Then contact me via email at MaplewoodVA@myactv.net or visit my website at www.MaplewoodVA.com.

New Year’s Resolutions or Goals? Which will it be?

New Years Greetings!

Do you make the annual New Year’s resolutions?  Are you a goal setter?  Is there a difference?  In my opinion — YES.  Permit me to share my thoughts . . . .

Many times we make a resolution, a “hope” to do something. That could include the ever popular lose weight, exercise more, spend less, visit family more often, etc. Webster’s definition of “resolution” is the act or process of resolving; to SOLVE.  The definition of “goal” is the end toward which effort is directed; a PURPOSE.

I choose to begin 2008 with PURPOSE – with an ACTION PLAN.  I have set goals, measurable goals, with projection dates that I can use to determine my progress and adjust my efforts to make them reachable.

My “short” list of Business Goals, in no particular order, are:

1. Complete my Grant Writing courses by February 28.

2.  Network more often. 

3.  Gain two more retainer clients by June 30.

4.  Submit more articles to online directories to boost my online presence.

5.  Participate in at least one weekly seminar at VANA or another learning opportunity. 

It’s not too late to make YOUR 2008 Goals. Don’t think of this as your to-do list but an Action Plan that will kick-start your direction in business this year.  What a better way to get organized and manage your time for 2008?  This may be the year that you take better control of your time and outsource work to a Virtual Assistant or the year that you finally clean out the file cabinet.  Whatever your goals, I wish you only the best and hope, with confident expectation, that each and every one is within your grasp during this bright and shiny new year.

I’d like to hear from you to know some of your goals.  Drop me an email at MaplewoodVA@myactv.net and tell me what kinds of efforts you have in store for the next 12 months. 

Until the next leaf falls,

~Ruth

Maplewood Virtual Assistance

“Enabling businesses to work smarter, not harder”

This Service Is For Who?

Services Industry businesses such as a Virtual Assistant need to think about how to market their services rather than a tangible product.  “Who can use our services?” becomes the next question. 

A question to ask yourself would be who is my ideal client(s) and where can I place myself to be in front of them? Think of where your clients will be hanging out and the types of media they would normally see or the types of meetings and associations they would be participating. That’s where you want to place your yourself and business name. Make it easy for your target group to find you. Don’t let your business be the best kept secret in your area or online.

How do you make your presence known locally?
* Get involved in your local Chamber of Commerce or other such organization.
* Position yourself as a speaker for the area civic organizations – be the expert in your field; providing tips on how to “?”. I’ll bet there is a topic about being a VA that you’re passionate about and could share just 20 minutes talking about – leaving 5-10 minutes for Q&A.
* Contact your area newspaper with press releases, articles, or even about the idea of writing a monthly business column.
* Donate your gift certificate for a few hours of your services to an area charity benefit auction. Not only are you giving back to your community, you are gaining exposure with a captive audience, and possibly meeting your next retainer client. Benefit auctions are wonderful places that business owners and the “movers & shakers” of the community  like to frequent.
* Always have your business card with you and pass them out to everyone you meet that may need your services.

It may seem overwhelming but start with just one or two – do them well and then add on from there. Soon you’ll be on your way and hopefully the talk of the town. ; )

Until the next leaf falls,

~Ruth

December Blog Carnival of Virtual Assistants

Welcome to the December Blog Carnival of Virtual Assistants! 

Grab your favorite mug of drink, sit back, and enjoy the interesting and informative topics for this month. If you’re interested in being a part of the next Blog Carnival of Virtual Assistants please join in by posting your submission at http://blogcarnival.com/bc/cprof_2071.

Starting in January we will be having a theme for the Carnival each month.  If you have any ideas for themes, email Darrell at contact@righthandmanva.com.

Ideas

Ruth Martin presents ‘Twas the Week After Christmas posted at Leaf Notes . . . Thoughts from MaplewoodVA.

Alfa Mercado presents Potential LIP Businesses: Virtual Assistants | Location Independent posted at Location Independent.

Info for VA Clients

Yvonne Wu presents How Virtual Assistants Assist Realtors posted at How Virtual Assistants Assist Realtors.

VA News

Darrell A. Williams presents Virtual Assistants Deal With High Canadian Dollar posted at Right-Hand-Man Virtual Assistant Services – BLOG, saying, “Even virtual assistants are feeling the effects of the surge in the Canadian dollar.”

Tips

Sagar presents How to: Outsource Your Entire Life – 20 Professionals Who Can Do Your Dirty Work posted at Bootstrapper.

Richard Lee presents Richard Lee » Tools Of The Successful: Reviewing posted at Richard Lee.

Kathleen Gage presents Is Blogging Necessary? posted at Street Smarts Marketing.

Allen Taylor presents Business Investment Strategies That Work Every Time posted at Investing World Today, saying, “The secret to investment success is the consistent application of time-proven strategies, not the use of complex, hard-to-understand investment vehicles created by investment bankers out to take your money!”

Thanks for visiting the Blog Carnival!  Be sure to visit each month for new posts and look forward to the new format of 2008 – themed Carnival postings. That concludes this edition. Submit your blog article to the next edition of carnival of virtual assistants using our carnival submission form. Past posts and future hosts can be found on our blog carnival index page.

Technorati tags: carnival of virtual assistants, blog carnival.

‘Twas the Week After Christmas

We all enjoy the Clement Clark Moore version of ‘Twas the Night Before Christmas.  I thought it would be fun to take a look at the Week After Christmas from a Virtual Assistant’s point of view.  I hope you enjoy this interesting twist.

‘Twas the week after Christmas, when all through my office, No printers were humming, no emails were coming;

The file folders were hung in the cabinet with care,  In hopes that client work would soon be there;

The client files were nestled all snug in their bins,  Then visions of retainer clients, spreadsheets, and to-do lists danced in;            

With a cup of hot cocoa and holiday cookies near, I had just settled down to the computer and what did I hear?   

“You’ve got mail!” was the chatter, I sprang in my chair to see what was the matter.

Away to my Inbox I flew like a flash,  Tore into my emails and read each in a dash.

The nod of my head showed I was in the know, My clients needed assistance, I had to go.

When what to my wondering eyes should appear, But a 6 month retainer — and I wanted to cheer!

With a sigh and a giggle, my heels they did click, I knew in a moment that the VANA networking did the trick!

More rapid than eagles my thoughts they did race – No, I must slow down, for things like this I should pace,

Now contracts, and policies, and guidelines to find; For sending off to a new client to sign.

Where’s the brochures, the press releases, and packets for all; What’s that I hear? It must be a call.

As the papers flutter back to the top of my desk, It’s a pencil I grab to jot down the request.

“Yes, I can do that! You’ve got the right VA!”  What else could I possibly say?

And, then in a twinkling, I heard in the other room – The super-sonic sound only a kid-made “ka-boom!”

As I drew my hand up, and was turning around, Into the room came my child with a bound.

He was dressed in spaghetti from this head to his toe, All I wanted to do was just say “No!”

And his clothes were all covered with red tomato sauce, Into the laundry these I would need to toss.

Now all clean and tidy and down for his nap, It was back to my desk with the click of a pencil I did tap,

I remember now that feeling I had, It was excitement and joy – no feelings of sad.

Getting down to work is what I must do; Preparing reports, checking facts, should that really be a two?

A VA’s work is never done – For when you think you’ve finished, you’ve only just begun.

And I laughed when I caught a reflection of myself; For traces of red sauce were on the tip of my nose, where else.

With a wink of my cat’s eye and a nod of his head, Soon gave me to know I had nothing to dread;

I spoke not a word, but went straight back to work; And filled every client request, then turned with a jerk,

And standing in the doorway near – Was my dear husband with a take-out bag – I gave a cheer!

He sprang to my dinner rescue and lended a hand.  He knew that warm-ups again would have tasted bland.

Then I heard him exclaim as he headed to the kitchen out of sight, “Congrats on the new client and let’s celebrate tonight!”

Holiday wishes to all of my fellow Virtual Assistants!

Until the next leaf falls,

~Ruth

Receives VAccolade Business Entrepreneurial Award

At this time of year we have so many things to be thankful for — health, family, friends, a warm home, and this year I’m also thankful for being selected as a recipient of the VAccolade Business Entrepreneurial Award.  Take a peek at the article . . . .

Local Virtual Assistant Receives Entrepreneurial Recognition

 Hagerstown, MD  – Ruth Martin, owner of Maplewood Virtual Assistance announced today that they are the recipient of the VAccolade Business Entrepreneurial award. 

The VAccolade award not only recognizes participation at the Virtual Assistant Networking Association   (VANA), but also recognizes the professionalism with which Martin presents herself on the web, thereby giving them more credibility amongst other Virtual Assistants. 

“Virtual Assistants (VAs) are business owners who work from their own office providing professional support, services and skills to their clients via phone, fax and internet based technology. Partnering with a VA reduces stress, protects cash flow, eliminates administrative hassles, and enables business people to find the success they originally set out to achieve. A VA is your right hand person helping you to succeed in your business. The irony is you may never meet your VA as odds are they live nowhere near you!” states VANA’s definition of a VA. 

The Internet has brought many skilled professionals out of the corporate environment and back into their homes, enabling them to create a better work-life balance, while still performing in the roles they love. The VA is one such professional. Working from their home-based offices and making use of the Internet, telephone, fax and email, VAs are able to offer small and medium-sized businesses a quality of administrative support, previously only available to the corporate giants, in a cost-effective manner. 

Martin’s company specializes in administrative office support, marketing support and sales support and she is a home-based administrative professional providing various online services to her clients . She started her Virtual Assistant career because working from home allowed her the flexibility to care for her family while operating a home-based business, the freedom to work with many like-minded businesspersons, and the variety of services to always have an interesting work project at hand. 

In a recent survey taken by over 750 Virtual Assistants at VANA, the United States has the largest number of VAs, followed by Canada, Australia and Europe. Clients only pay for time spent on their projects. There’s no need to pay for taxes, benefits, equipment, etc. Virtual Assistants are hired on an hourly or a monthly retainer basis forming long term business relationships with their clientele. 

About Virtual Assistant Networking Association (VANA)For successful and aspiring “IN THE KNOW” Virtual Assistants and achievers globally, VANA is the “largest, friendliest, informative, educational and resourceful network for VAs that everyone online is talking about!” Visit their website at www.VAnetworking.com. 

About  Maplewood Virtual Assistance  Launched in 2007, Maplewood Virtual Assistance specializes in administrative office support, marketing and sales support for small to medium size businesses, entrepreneurs, busy executives and individuals needing professional skilled office services. Visit the website at www.MaplewoodVA.com.

Wishing you the holiday’s best with much to be thankful for,

~Ruth

Virtual Professionals Lend Administrative Services to California Wildfire Victims

Roberta E. Eastman, The Customers Corner, is spearheading a Pay It Forward Marathon for the Virtual Professionals to assist victims of the California wildfires.  Maplewood Virtual Assistance and virtual assistants across the United States, (and even a virtual assistant as far away as Kenya), are offering their respective services at no charge to help businesses, firefighters, and individuals get a fresh start. Anyone dislocated from their home or business who needs administrative services can contact The Customer’s Corner at http://www.thecustomerscorner.com/payitforward.html .

As of this writing the virtual assistants have donated over 1,000 hours of free service through December 31, 2007 to help ease the stress on business owners, homeowners, and firefighters needing administrative services. With 7 deaths, 2,000 homes destroyed and 516,000 acres burned, our hope through Pay It Forward Marathon for Virtual Professionals is that any administrative services provided will make a difference in lives, relieve stress, and allow people to get back on life’s journey. 

All efforts are being focused through partnering with such agencies as the American Red Cross, the California Governor’s Office, and the Salvation Army.

If you would like to contribute to this worthy cause please join Maplewood Virtual Assistance and the other committed VAs and click on the above link or call Roberta Eastman at 805-930-9833 Monday-Friday 8am-6pm (PST). Any amount of hours donated can be used – from 15 minutes to 15 hours. “Together we can truly Pay It Forward in the wake of this disaster,” as quoted by Roberta Eastman.

Until the next leaf falls,

~Ruth

“Enabling businesses to work smarter, not harder”

Successful VA – Client Recipe

With the colors of fall appearing in the leaves, apples and pumpkins being harvested, and delicious smells coming from the kitchen I am thinking about recipes.  I enjoy baking apple pies and trying new recipes of all sorts.

In the spirit of recipes I want to share with you one of my favorite recipes for Virtual Assistants and Clients.  It’s a recipe of success! A recipe for a satisfying working relationship for all. A recipe used at Maplewood Virtual Assistance.

SUCCESSFUL VA-CLIENT RECIPE

Key VA Ingredients:

    A measure of Business Operation  

   Handful of Drive & Determination

   1 cup of Professional Ethics

   2 gallons of Experience, Skills & Know-How

   A measure of being a Team Player

   2 cups of Communications Skills

   2 cups of Listening Skills

   Heaping spoonful of Customer Service

   Heaping spoonful of Organizational Skills

   Extra large heaping spoonfuls of Desire to See Your Client Succeed

Key Client Ingredients:

   1 cup of Ability to Delegate

   A measure of Trust

   A measure of being a Team Player

   Heaping spoonful of Innovativeness

   Handful of Collaboration

   Extra large heaping spoonfuls of Desire to Work with a VA

In the first bowl, begin with the VA ingredients by starting with a solid Business Operation.  Add to that Drive & Determination, Professional Ethics, and Experience, Skills & Know-How.  Stir in being a Team Player, good Communication Skills, and Listening Skills.  Now, you’re ready to add excellent Customer Service and Organizational Skills.  Lastly, sprinkle on top the Desire to See Your Client Succeed. 

In the second bowl, add the Client ingredients of Ability to Delegate, Team Player, and Innovativeness.  Gently stir in Trust and Collaboration.  Sprinkle on top the Desire to Work with a VA.

Blend the ingredients from both bowls together and place in a moderate work relationship. Allow to rise in Understanding and Trust.  Over time baste in Success and Prosperity for both the VA and the Client.  Enjoy the fullness in favor of working with people that you enjoy, respect, and have formed a mutally satisfying work relationship.

Hope you give this recipe a try and add it to your favorites! It’s one of mine.  ; )

Until the next leaf falls,

~Ruth

PS:  Email me at MaplewoodVA@myactv.net with the word “RECIPE” and receive 10% off your next services.  Offer good through November 30, 2007.

Having the Right Attitude

Recently our family enjoyed “Family Movie Night” sponsored by my son’s school at the historic Maryland Theatre [home of the Miss Maryland pageant.]  The featured film was the 1964 Disney classic “Mary Poppins” with Dick Van Dyke and Julie Andrews.  As a child I remember seeing this film but it was a first time for my husband and son.

As I hummed along with the familiar song, “A Spoon Full of Sugar Helps The Medicine Go Down,” I discovered a nugget of wisdom in the song and scene.  Do you remember what it was?  Our attitudes have everything to do with how we perceive the task at hand.  Do you find your attitude or mood influencing your day, your workload, or your conversations?

Just making a few changes, if needed, can truly improve your day: 

• Put on a smile before answering the phone and this will reflect in your voice. 
• Take a 5-10 minute “fresh air” break to renew your mind and gain more focus when returning to your desk to begin that project again.  It’s amazing what some fresh air can do for your attitude.  
• Make a conscious decision to have a good day.
• Be confident in yourself, your abilities, and your business services.

I hope your attitude is positive, your tasks are light, and you always have a song in your heart or your nearby iPod. 

Until the next leaf falls,

~Ruth

“Enabling businesses to work smarter, not harder”

7 Shortcuts to Slimming Your To-Do List

So, often our to-do lists seem overwhelming and seem to take a life of their own. It really doesn’t have to be that way.  Try these easy steps to slimming down that list and putting time back into your day.

Step 1:  Make a list of everything you want or need to do.

Step 2:  Place a star beside each item that you absolutely must complete today.

Step 3:  Place a dot beside each item that you would like to get to today but could wait a day before starting.

Step 4: Looking over the starred items, number these by importance or rank these by the time needed to complete.

Step 5:  Beginning with starred items, complete the items needing the least amount of time first and working towards the items that will take a bit longer to finish.  This gives you a sense of accomplishment and frees your time to concentrate on the remaining task. 

Step 6:  After completing all of the starred items move on to the items with dots until your workday time is complete.  Remember, dot items are bonuses that didn’t really need to be worked on today but you were able to get to.

Step 7:  When you begin the next day all dot items will become stars and you can assign any additional items as dots or stars.

This method will assist you in working your way through a to-do list knowing you’re always tackling your most important and pressing tasks first.

Until the next leaf falls,

~Ruth
 

Inspiration

What have I been working on lately? An essay.  I’m a member of a virtual assisting network named VANA (Virtual Assistant’s Networking Association) who is currently having a Back to School Contest.  Applicants need to write an essay about “What/Who inspired you to become a VA?”  I am happy to say have finished my essay and am keeping my fingers crossed, too!  The prize is a $1,500 full scholarship to VAU.  Woo hoo!

Since I’ve already submitted my entry I thought I’d share it with you. . . giving you a peek as to why I chose this career for me. 

Until the next leaf falls,

~Ruth

 What Inspired You to Become a VA?

“Mommy, can I sit on your lap while you work?” asked my young son.  It’s a question many working mothers often don’t hear and can seldom reply “yes.”  But I can. I am a virtual assistant, an entrepreneur, an empowered mother making a difference in the business world and my son’s life.  The virtual assistant (or VA) industry is an empowering career choice that allows a woman to do it all and be it all – entrepreneur, wife, mother, PTA member, and study group leader.

How does one make the leap from working in a traditional office setting to the independence of running your own business?  With the support of your family, the support of virtual assisting associations (such as VANA, IVAA, IVOCA), the knowledge of your skills and experience gained over the years, a business plan in hand, a vision of what your business will be, and an attitude of “I can do this!” in your heart.

The virtual assistant profession is a viable career that allows me to “have my cake and eat it, too.” I can be with my family when needed and witness my son’s milestones without hearing about these precious moments secondhand. I can be available to chaperone a class trip when asked.  Additionally, I have a meaningful and fulfilling career. Imagine working with clients that you enjoy, share similar business styles, and consider you their partner in their business success. I truly have the best of both worlds.

As an entrepreneur I have control over my schedule, workload, and my office style and decor like never before. Having my own business has been hard work but when doing something you love the time worked is trivial.  How many people can say they can’t wait to get to work each day? Virtual assistants are among the lucky few. As a VA, I work in a broad arena with endless technological boundaries.  Networking and client contact for virtual assistants can happen while in line at the grocery store, at a cafe, at the dry cleaners, after a committee meeting, on the phone, or via the internet.  Many executives meet with clients for networking and deal making on the golf course or in the boardroom.

I am a mother who has created choices for my family and myself.  Choices that determine the number of hours spent working each week, the level of income contributed to our household, and the type of work or niche area of service I offer.  I am showing my son, by example, that with determination and hard work you can achieve your dreams and “have your cake and eat it, too.”

So, whether proofreading on my sunny porch, networking at a Chamber event or baking from scratch for the bake sale, I can do it all – virtual assistant, entrepreneur, and Mother.  Today’s women have so many more choices for which I am glad.  Children grow up too quickly these days not the be available when the question, “Mommy, can I sit on your lap while you work?” is asked.  In many ways, becoming a virtual assistant has been the ideal career choice for me, and my family.

How Do You Spell Relief?

It’s not the familiar  anti-acid that we all remember so well.  It’s spelled “V-A”.  That’s right, VA or “Virtual Assistant” spells relief to many of today’s businesses.  Savvy businesses are realizing the benefits of outsourcing portions of their workloads to VAs, like Maplewood Virtual Assistance.  This outsourcing can enable them to put more measurable productivity into their workday.

VAs are highly skilled and knowledgeable professionals often working on the cutting edge of technology who can quickly and efficiently make short time of office work.  The experience of most virtual assistants is streamlined and focused with no breaks to socialize or downtime in the office.  This is another way to spell relief for a budget that is tight.  Virtual Assistants not only save time but also money.

The next time you’re faced with stacks of files, letters or proposals that need typed, a postcard mailing that needs created, a mailing list that need merged, or just piles of data entry don’t reach for the the tylenol or even the chocolate.  You need to reach for your mouse and click for your reliable virtual assistant. 

Think of the savings from tylenol alone?  [We don't want to eliminate the chocolate too hastily.]

So, how do you spell “relief”?   V-A

R — reliable

E — efficient

L — learned

I — indispensible

E — experienced

F — focused

Until the next leaf falls,

~Ruth Martin

Go Green! Use a Virtual Assistant

For environmentally focused individuals working with a virtual assistant, or VA, is an ideal way to “Go Green.”  But how does this work? 

Businesses that utilize the assistance of a VA instead of hiring a full or part-time employee are insuring there is one less vehicle on our highways.  Because VAs work from home-based offices and have no measurable commute (well, 30 seconds probably from one room to their office) this saves on gasoline consumption and reduces vehicle exhaust pollution.  

A VA typically uses less paper than a traditional administrative assistant.  Since a high percentage of our work is done through the computer with the use of the internet much of our work files are transferred and stored electronically.  Clients can view this data and decide at that point if this is something that needs a paper document created or can remain stored electronically.  

Contributing to local recycling causes through our used printer ink cartridges is another way a virtual assistant is environmentally friendly. Area schools and local office supply stores often seek donations of used printer ink cartridges as a supplemental fundraising effort.  This small contribution can assist an area school in funding their extra-curricular programs. 

Utility usage is another way that VAs do their part. Since clients only pay virtual assistants for the time they are working on a project and not for an eight or nine hour workday VAs use less electricity and heating fuels in a typical day.  It is not necessary to sit by our desk all day waiting on a report for processing, or wait by the phone to handle customer inquiries. This saves clients both time and money and saves VAs costly utility expenses. 

Because an experienced virtual assistant is a highly skilled and knowledgeable professional he/she can often condense a typical 8 hour workday into 3 to 4 hours of virtual work.  Working with some of the most technologically savvy assistants has provided clients with a “Go Green” way of helping the environment and saving both time and money. 

Way to go Virtual Assistants! 

Until the next leaf falls,

~Ruth  

Hello world!

Welcome to Leaf Notes  . . . a business friendly blog for those wanting to “work smarter, not harder.” 

So, how can you work smarter if you only have a limited amount of hours in a day?  Partner with a Virtual Assistant!  Allow your Virtual Assistant or VA assist you by:

• clearing your desk of that burdensome paperwork.
• setting up your appointments.
• creating marketing materials.
• preparing your sales proposals.
• freeing up your time so you can focus on your business growth.

To learn more about how Maplewood Virtual Assistance can give time back to you visit my website at http://www.MaplewoodVA.com . 

~Ruth  

“Enabling businesses to work smarter, not harder”