A long term client recently asked me to set up a new website for him. He showed me examples of what he was looking for, sent me the copy for it, I researched royalty free images and set up the web hosting after registering the domain he requested.

But when he started asking me when was I going to get the website up and timing was getting urgent I kept wondering why he couldn’t see the site? I’d done the work, uploaded the new site and sent him the link. We went round in circles for a couple of days and then we spoke on the phone. I assured him I’d made all the changes he wanted from his first viewing and then he said he’d send another email with more changes.

That’s when I discovered I’d registered a different domain name to the one he thought was being registered.  He had asked for it over the phone. And he’d had business cards made but I hadn’t seen them so hadn’t picked up the error.

This shows the importance of the written instruction, as opposed to the spoken one.

What caused the error? The. A simple word ‘the.’ I’d registered a domain name without it, he thought the domain had ‘the’ included. We’re resolving the problem but I thought it important to share here how easy just a letter or two, or even one word, can make a difference, especially to a domain name… and business cards.

I recently had a request on my website for some research to be done relating to photographs of people wearing jewellery and to report back to the client. One of my team queried that wondering just what the guy might have been up to – I suggested she investigate him to make sure he was a legitimate jeweller – he is and he just wants to be able to let his clients know who is seen wearing his jewellery.

Her cautious approach was correct though and it is always best we check things if something doesn’t sound quite right.  A little while ago I was contacted by a new client and asked if I could retype a resume that had faded and was old – it was a faxed copy. I agreed as I knew it would be a short job and I could fit it in.

However, once I had the job I discovered it wasn’t even this guy’s resume and I wondered what game he was playing?  I completed the job, put a big fat ‘DRAFT’ across the centre of each page in the background and printed it to PDF then emailed it to him for approval and completion. I’d noticed the resume stopped at 1971 so asked him if there was more to be added?

His response?  He’s a ghost writer and writes biographies and this is one way of researching who he’s writing about.  duh!  Why didn’t I think of that?  The client went further to explain he’s a former TV producer with a station and is moving into DVD biographies and wanted to know if we could work together on future projects as he felt I could provide him the services he needs.  Who knows where that might lead to?  Naturally I’ve said ‘yes’.

It pays to be cautious and ask more questions – you want to make sure you’re not contributing to something that isn’t legal.  In reality you just want your own conscious to be set right – and you are protecting your client and your future business as well.

virtual assistant, client support,

I don’t know about you, but I’m a homebody – I love being home and I am reluctant to go out.  Many who know me will probably wonder if I’m speaking about the same ‘Kathie Thomas’ as I’m known to be sociable, outgoing, happy and good company (so I believe).   But I assure you I am – speaking about the same person, that is.

When I make the decision to go out and actually push myself to do it, I do enjoy myself and love meeting new people, but it is really easy to feel comfortable in my chair, and my office, and not want to venture out that door.

I rediscovered this during this past week when I went out to two events – a workshop on Wednesday in St Kilda and then a business breakfast in the city on Thursday morning.  I was reflecting on going out two days in a row and couldn’t remember the last time I did that.

I know, I know, I talk about networking all the time and it is very important.  And I expect most of you are thinking I’ve had an excuse because of our recently family tragedy. But the reality is I haven’t been out much for several months and I was really enjoying just staying put.  Which is not good as it can become a habit and make you reclusive.

Life has been hectic this year, crazy in fact, and I’ve had lots happening and perhaps I could be excused for not feeling like I should be out and about. But the reality is (and I know from past experiences) that when you stop doing what you’ve been doing, then things can dry up or go quiet a few months down the track.

Now, in this time of economic problems worldwide, the last thing any business owner can afford is a business that suddenly goes quiet – when the reality is that you have stopped doing what’s important many months before.  This time of year is filled with end of year events, Christmas parties, and all sorts of other things and there really is no excuse for not going out regularly and meeting other people.  As it was on Thursday morning I met several women at my table and two of them are with companies that could potentially engage me as a speaker.  I’d not met these ladies before and will be following up (that’s a key part to networking by the way – follow up!).  So I’m glad I went.  And I have two end of year events coming up next week and the week after with my own VA team – I need to get out and mix and mingle with the team!

What about you?  What do you have to go to?  If you’re not sure, then start asking your colleagues and clients what events they’re going to and see if you can tag along.  Or do a Google search for networking events in your region – there are sure to be things on.  It’s never too late to start going out again and if you’re like me and find it hard to get out that door, then find an incentive – something that will drive you to do it. You’ll be glad you did!

business network, economic problems, homebody, networking events, Virtual Assistants, working at home

I was speaking to a prospective VA on the phone the other day.  She had been researching the Virtual Assistant industry and my name kept popping up everywhere she looked. She is also an avid reader of my blog (hi Helen!).

During the course of the conversation she said the same thing I often hear ‘newbies’ say and that is, they want to learn a number of things before they start their businesses.  I decided to explore this further with her.

Whilst it is true that VAs need to have a certain amount of experience behind them (a minimum 5 years office/admin/secretarial is good) it does not mean they need to know how to do everything: bookkeeping, Powerpoint presentations, database management, etc.  They really need to start with what they know and what they’re experienced in doing.

If you have excellent typing skills and know how to format documents properly and are skilled at using Word, WordPerfect or another word-processing program, then you can provide services with these skills.  Because you are good at typing you can even do data entry into spreadsheets or other programs.

As you gain an interest in different areas of office management or computer use, then you can increase the services you have to offer, as long as you don’t make the mistake of offering services you don’t have experience with.

Previous posts I’ve written have explained how I got into databases, websites and blogs – each time because of a client need and each time because the client and I had already established a working relationship to the point where they felt they could ask me to learn or explore something on their behalf. They knew if I felt it was beyond me I would refer them to someone who was capable (through my VA team).  But they also knew that I pick up things quite quickly and that I enjoy challenges and often the new skill I’ve learned has become a new service within about six months.

It is really important though, that you allow that relationship of trust to be built first because if it backfires and you don’t achieve what you said you were going to do, the client will lose trust and you will lose face with your business and the referrals will stop coming in.  A quick way to lose confidence in yourself.

Blogging, databases, new projects, virtual assistant, websites, word-processing

At this time of year it’s traditional for people to start thinking about their plans for the New Year and the changes they want to make in their lives, and in particular, with the type of work or job they want.

If you’re one of those thinking about becoming a Virtual Assistant, or perhaps you already are but feel there is information you are missing and need/want to get up to speed for the New Year, then my 10 week coaching course may be exactly what you need!  I have a Christmas special for those who sign up before 31st December, 2008.  And in fact, there are a whole lot of extras coming with it.  Total value of over $1,000AUD for only $595.00AUD.

Why choose this program?

• Learn from an experienced Master Virtual Assistant who has over 14 years’ knowledge of the industry
• Work out what skills you can use and the types of services you can provide
• Look at different niche markets you can target for your business
• Give your business a kick-start in the right direction!

Our program:

• Will guide you in setting up your business
• Get you started on your own website
• Guide you in setting rates that are right for you
• Teach you how to deal with clients, what questions to ask and how to quote
• Will help you learn to network and market your business
• During the program you will be given access to materials that consist of books, software programs, hardware items and other things essential in assisting with the operation of your VA business.

This is a 10-week program designed to help those who already have good computer skills to develop or advance their Virtual Assistant business. This program includes:

• Weekly email lessons, with homework to complete
  (some research will be involved),
• Online sessions via Skype, with Q&A (optional)
• Unlimited email support, if required

What will be covered:

• Weeks 1 & 2 – Setting up your business
• Week 3 – Establishing a virtual presence
• Week 4 – Inside your office
• Week 5 – Working your business
• Week 6 – Planning your day
• Week 7 – Belonging to the VA community
• Week 8 – Engaging help
• Week 9 – Web technology
• Week 10 – Professionalism & Ethics / Where to from here?

Ready to get started?  Then click here!

Remember that post I made a couple of weeks ago?  Well, we’re getting much closer to the goal! And I promised that some lucky people would win prizes along the way.

If the following people would like to get in touch saying they’ve seen this post, they will be forwarded their choice of book from my VA shop.

Debie Brockhoff

Sharyn Munro

Emina Redzic

Jan Bowdery

Kerrie Anderson

Stay tuned for more lucky prizewinners and that lucky 1,000th member!