So you've hired a Virtual Assistant and you're both busy working away on various projects and tasks. With both of you being so busy, you may find yourself continuously writing email after email with instructions, some of which may be misunderstood. Before you know it, you realize that it has been weeks since you've actually met over the phone and had a discussion about current and upcoming projects. Minor misunderstandings may build and eventually cause some tension in the new relationship. Things are not happening the way you want them to, you may feel some frustration and even worse, you may think this relationship just isn't going to work.
Before you give up, think back to your original discussions. Did you talk about your expectations? Did you consider each other's work styles, working hours, upcoming projects and priorities and how to make the most of the relationship? How will you communicate? Did you discuss if this would be strictly by email or is some phone communication required also?
A strong communication plan is essential in a relationship with a VA. Actually, for any kind of relationship to be successful there needs to be good communication. However, in this case, with the relationship being a virtual one, both parties need to consider the best way to communicate so everything runs as smoothly as possible.
Also, communication is often an area that is overlooked. Both the client and the VA are so eager to get going on the many projects, that some critical pieces about the actual relationship are not discussed.
By following some of the considerations and suggestions below, you can create a communication plan that is going to work well for both parties:
Discuss your working hours - What are your standard working hours? What is the best time to reach you? We all have busy lives and other commitments, so be sure to discuss each others working hours so that you can set reasonable expectations in your communications.
Talk about preferred methods of communication - Are you more of a phone or an email person? Decide together how you will communicate and make a plan to do so. We recommend talking live at least once a month and then using email to manage most communication around projects/tasks. Some people prefer to also have a weekly call as well.
Establish monthly goals - In talking once a month, have the 'top 3 projects' to work on each month. You can have more of course, but to set the top 3 priority projects with deadlines is a great way to establish what you want done for the month.
Touch base weekly - This can be via phone or email, just to touch base on the status of your projects for the month. It keeps everyone on the same page as to what is being worked on. Even if there has been no work on a project that week, just to say 'on hold' or something along those lines.
Keep each email to one topic only - Trying to tackle everything in one email makes for a lot of reading and a lot of confusion. Keeping each email to one topic only allows for easier response and easier sorting of the various tasks and projects in your inbox.
Be clear on your requests and deadlines - Understanding is the key to getting any project done correctly and on time. As such, we recommend sharing as much as possible with your VA when making a request. Be clear on your expectations of the end result, when you need it done by, budget (if any), and when you would like to be consulted or advised of the status. Most communication issues come from a lack of clear expectations and assuming that your VA knows something. It is better to over communicate, especially in the early stages of working together.
Note: This doesn't mean telling them how to do it. That is the virtual assistants responsibility to know the technical how to's. You've hired them for their expertise in implementation.
Consider having a master "project" list - Some people may find it helpful to have a list that identifies the tasks related to a large project and who's looking after what. This can include deadlines/commitments etc. This helps keep the project and VA/client relationship "on track." The list can be updated regularly and can also serve as a "reminder" if the VA is reminding the client to get particular items done on time.
Be realistic about time expectations - Your VA most likely has other clients and other commitments. When sending requests, be realistic on your expectations and turnaround time. By communicating regularly, it's easy to plan ahead. However, those "rush" projects can still creep up. Remember, a rushed project can often result in errors, so try and get those rush projects to the VA as soon as possible and keep them to a limit.
Request regular updates on hours used - Discuss with your VA how often you would like to be updated on the amount of hours being used, be it weekly, twice a month or monthly. So as to not be 'surprised' by the amount of hours used in a month, we recommend getting a short summary of hours used each week.
Effective communication results in both client and virtual assistant understanding what needs done and can result in a long-term commitment and success in the projects worked on.
Cindy Greenway is the author of "Virtually Successful: 8 Simple Ways to Find (and Keep) Clients" http://www.growyourvabiz.com/ and co-founder and lead trainer of Hot Skills VA Training - a skills training center for Virtual Assistants. Get your copy of the report "The 14 Most Popular VA Specialties that Clients are Eager to Pay For" at http://www.hotskillsvatraining.com/. Article is free to be reprinted as long as bio remains.
Article Source: http://ezinearticles.com/?expert=Cindy_Greenway
Best Ways to Communicate With Your Virtual Assistant Or Client
Tips for Using Your iPhone for Business
Many mobile workers are leaving their laptops behind and conducting business right from the palm of their hand.
Here are some tips that can help you get the job done with an iPhone:
- Sync regularly. Think about every time you add a contact or an appointment to your iPhone. What if you lost that information? Syncing to your computer regularly can ensure that your information, including e-mails, is backed up and safeguarded should something happen. And while it only takes a few seconds to sync, replacing data could take hours.
- Stay productive. Need to view and edit a presentation or locate a document on another computer? Business applications such as LogMeIn Ignition for iPhone (www.LogMeIn.com/iPhone) enable iPhone users to access and work on their remote computers as if they were sitting right in front of them.
- Check the Apple Web site. There is an entire section on the Apple Web site dedicated to iPhone business use at www.apple.com/iphone/business/. It includes apps like currency converters, expense trackers, file management and organizational tools that can help you work efficiently while away from your desk.
- Extend your battery power. If you are gearing up for a long trip or meeting, preserve your battery life by shutting off your Wi-Fi, lowering your screen brightness and turning off your keyboard sounds. Switch your iPhone setting to auto-lock when you aren’t working.
- Stay secure. Basic security measures like enabling your four-digit iPhone password can help protect sensitive data while minimizing the risk of high bills if it becomes lost or stolen. Always make sure to lock your device when it isn’t in your hand.
Quick Fixes For Your Slow Computer
The doom-signaling hourglass or pinwheel may not be so intimidating for computer-savvy individuals, but the majority of computer owners don’t understand them. PCs and Macs alike can slow down after a few years of use, and knowing what steps to take in that situation can save money on repairs and diagnostics. When troubleshooting a slow computer, there are a number of possible issues you can eliminate by going through a few steps.
- Reboot: It’s the simplest solution and often effective. If a computer is frozen or operating at a glacial pace, close all programs and reboot it before doing anything else. This can clear up minor issues and glitches.
- Check hard disk drive space: This is especially pertinent if you download a lot of files or images slowing down your Mac or PC. Verify that you have at least 200-500 megabytes of space left on your hard disk drive. To free up space, users can perform a disk-cleanup, or they can uninstall old programs and games.
- Scan for malware and viruses: Even if your computer has anti-virus software or an anti-virus scanner, experts recommend running additional malware scans. Viruses can disable functions and programs, not to mention slow down your computer’s processing capacity.
- Overheating processor: Today’s high-powered processors produce a lot of heat. If your fan or cooling system isn’t working properly, your computer will start to slow down and malfunction. Check to see if dust is clogging the fan or if the motor has simply stopped working. If pieces of the fan are loose, the computer should emit a buzzing or jiggling noise.
- Actively update: As inconvenient as it can be, running updates on your computer regularly is a huge piece of computer maintenance. This includes running updates on Windows, browser plug-ins and drivers. Programs and software will slow down rapidly, take forever to load and freeze often if they aren’t updated.
Digital Networking: How to Build Strong Career Connections
While older generations used to build their networks one handshake at a time, today’s networkers foster and maintain connections online through the use of social media tools.
Whether you’re a social media novice or aficionado, it is important to remember that unlike connections made through face-to-face contact, when building an online network, credibility is assessed via digital profiles.
“It’s essential for professionals to understand that digital tools like LinkedIn, Facebook and Twitter allow our professional and personal worlds to blend,” says Jason Seiden, co-founder of Ajax Social Media and a member of the Career Advisory Board, presented by DeVry University. “You must learn to bring the edges in and ensure your online profile exudes both elements effectively, without misrepresenting either.”
Building or revising your digital profile may seem daunting, but there are simple ways to bolster it to showcase what you have to offer, helping you connect to the right people more quickly.
For those feeling unsure where to begin, Seiden offers actionable advice for building a strong digital profile to position oneself for online networking success.
Build a profile that stands out.
Distinguish yourself by telling your story. Have your profile reflect more about who you are and what you have learned rather than what you have done. Think of your profile as a mirror: instead of trying to sound professional, give yourself permission to reflect who you are.
If your reflection shows gaps relative to the demands of positions you are applying for, consider acquiring the skills or enrolling in degree programs needed to qualify. “DeVry University is a great choice for professionals interested in increasing their marketability because it offers flexible scheduling options, allowing students to take online courses, classes on campus or a combination of both,” says Seiden. “Having the ability to complete your education while balancing job and family commitments can ease stress as you create a blueprint for advancing your career.”
Build the well before you’re thirsty.
Even online, building a strong network takes time, effort and continual maintenance.
As you begin reaching out to industry contacts, don’t be too eager to connect. Be cognizant of who you are contacting and how they can help you as you advance your career.
While it’s easy to get caught up in your online networks, traditional relationships are still important. Seiden advises, “Take your relationships offline. Pick up the phone or meet face-to-face.” Simple tactics like these are the key to lasting, mutually beneficial connections. By fostering strong relationships ahead of time, you will have the confidence to reach out in the future to take your career to the next level.
For additional social networking tips, visit jasonseiden.com
Switch to Smartphones and Reap Rewards
Like any technology purchase, put some thought and preparation into the process. Not all smartphones are made equal, and you must find the one suited to you and your needs. Plus, it might help to know how to use the plethora of fancy features to maximize your investment. Check out these tech-friendly tips to get the most out of your switch.
Research your ideal smartphone. Certain smartphones will be more suitable for your personal or work habits, and they don’t have to break the bank. Don’t settle for the first shiny phone that promises to change your life, consider what it’ll be used for. Some can help you make the transition a little less intimidating.
Explore app stores. Half the fun of owning a smartphone is playing with all of the useful (and absurd) apps floating around. From head lice to shopping to sports, there’s probably a free app for it and, if used correctly, apps can stack up serious savings. There are apps to scan barcodes and compare prices for maximum shopping efficiency. GPS apps provide shortcuts and real-time traffic updates. Calendar apps record all of your important appointments with notifications. Yelp apps survey your immediate surroundings to find local restaurants, depending on your diet, preference or budget. Tap into the power of the app and use it wisely and your smartphone can become a true digital assistant.
Go digital – try smartphone apps for mobile banking. Nothing can beat tangible records, but busy adults don’t always have time for even simple errands. Banking apps allow users to take pictures to deposit checks from anywhere or incorporate Paypal for depositing checks. This also works for record-keeping. Take pictures of receipts or other documents to have them on the go. This will help preserve records and keep them secure. This use provides another compelling reason to make the switch to smartphones.
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