It’s no secret that I love my Blackberry.  It’s with me everywhere I go.  In fact, this past weekend I was camping and had zero cell reception for the entire weekend (including the drive over that that’s a whole different story) which made a few off my Blackberry Apps completely useless — I was at a loss.  Luckily I had the river and some great hiking to distract me.

Years ago I read Getting Things Done by David Allen (excellent book by the way) which transformed a lot of how I organize my thoughts, life, and “to do” items.  When I got my Bberry I had to come up with a way to integrate what I’d learned in the book with how my smartphone could make my life easier.  I did some research and found the perfect app for me.  TodoMatrix by RexWireless.

This application is, in essence, a to do list.  But, really, it’s so much more.   They’ve taken the GTD file cabinet idea and made it into an application.  It’s like having a four drawer (or six drawer if you’re like me) file cabinet in your phone.  Within each “drawer” I have folders for that section.

For example:  In my “Personal” drawer I have folders for music, cash, food, movies, etc.  So, if I’m out somewhere and hear a song I want to download I type it in my music folder.  In my movie folder are movies that I’ve watched previews for or that people have recommended.  In my cash folder I log my cash spending to enter in my budgeting software.  Food — well, that would be items I need to pick up at the grocery store (you know, so I don’t forget that one thing I went to get and come home with five other things).

I have drawers for certain clients, my business, personal, travel (ideas, packing reminders, etc.), and family ideas.

The program has so many functions.  I can delegate tasks to people (and have the tasks e-mailed to them).  I can set reminders of due dates (for things I need to do — like take a medication or pick up someone).  You can set up locations (from the GTD plan) so if you are at your computer you can pull up your @computer list.

Seriously, my bberry todo list is hidden, I don’t even use it.  I HIGHLY recommend you check out RexWireless and todoMatrix.

Next month I’ll probably do a review on RexWireless’ RexConnect — another MUST HAVE app.

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I posted about my Amazon Kindle a few months back and someone asked me about the other generations of Kindle and which I liked better and why. I met a friend of mine (shout out to Lisa) at a restaurant where I brought my Kindle 2, Tom’s (my husband) Kindle DX and she brought her Kindle 1. I took a quick video (more after the video)…

Kindle 1 – I like that the WhisperNet has a physical button on the device. It’s really easy to flip it on and off. You want to keep it off unless you need to download a book so that it doesn’t drain your battery so fast. I don’t like the “Next Page” and other buttons on the side of the Kindle 1. They are really easy to hit on accident.

Kindle 2 – They got rid of the data card slot. I’m ambivalent about this for myself because I cannot imagine myself having more than 1500 books waiting to be read where I’d need a data card. I really don’t like the WhisperNet being software controlled, but it’s not a deal breaker. The big difference is in the controls. The buttons on the side are pressed inward towards the screen so it’s harder to accidentally change the page. They also moved to a small joystick (which can be fidgety at first, took me a while to get used to using it).

Kindle DX - My husband likes this one, but I don’t… It does have native PDF and you can flip the screen long ways to see better and it automatically knows and turns the screen for you. But for me, it’s too big. It doesn’t fit in my purse and it’s a little on the heavy side. The big thing for me is that there is no “next page” on the left. Their answer is you can read it upside down, but then the keyboard and controls are all on top – it’s awkward.

The bottom line is that there are different Kindles for different needs. My husband likes his DX because he doesn’t have a purse and it fits in his briefcase. It’s also good for magazine/newspaper reading as well as his technical documents. I like the 2 for the portability and the ability to use that left “next page” button.

It is a very cool device – either way

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As virtual assistants, we love e-mail. In fact, I’d go so far as to say that more than half of our daily communication is done via e-mail. In my case, maybe even 75%…OK, maybe 90% for me. Yes, I love my e-mail.

But one thing I’ve learned is that just because e-mail is a less formal mode of communication, that doesn’t mean general business writing rules don’t apply. It’s important to write well, even with e-mail, especially when you’re in business. Poorly written e-mail can not only lead to misunderstandings and confusion, but it can cause you to lose potential clients if you’re presenting a less than professional image.

So here is what I call the BUNDLE trick (because the first letter of each tip spells out “bundle”), providing tips for making your e-mail communication as effective as possible.

Be Brief

Even if you tend to be a verbose person, try to keep your e-mail messages as short as possible and right to the point. If you have a lot to say, split it into multiple e-mails or consider adding an attachment.

Use Contact Information

All initial e-mail communication should include your e-mail signature, which typically provides your full name, company, and URL at a minimum. A phone number, title and restating your e-mail address doesn’t hurt either. Don’t make your recipient dig to find out how to contact you. If there are a series of replies and forwards, it’s OK (and appreciated) if you skip the signature.

Name the Action Items

Almost all messages will include some kind of call to action for the recipient. Do you need a response by a certain time? Do you need the recipient to let you know their availability for a meeting? State your request right before your closing and it will be the last sentence in the recipient’s mind, reminding them to act.

Define the Message in the Subject

Write your subject so it explains exactly what the message is about. The recipient should be able to just read the subject and have an idea what’s in the body, how important it is and when they will need to act on it. And please don’t use URGENT or mark the message as high priority unless it really is.

Lead with Formatting

For e-mails that have to have some length, format the message to it’s easier to follow. Use subheads and bulleted lists to break up the text. This also helps the reader zero in on the most important topics and gives them a way to jump to a specific part of the long e-mail later on.

Edit, Edit, Edit

Make it standard practice to spell-check every message before you send it. And it doesn’t hurt to give your messages a good read-through before sending to make sure they says what you want them to say.

And that is my BUNDLE trick for effective e-mail. What tips would you add to this list to make sure you e-mails are professional and effective?

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Now I have heard of everything.

Did you see the headlines today on how the bank foreclosed on the wrong house???

How would you feel if you paid your mortgage on time every month, get a knock on your door from the police telling you that you have to get out? Not in a month or even a week, but NOW!

This poor woman was kicked out of her house, all of her personal belongings were scattered across the front long for all to see all for a innocent mistake. She had to go to court to prove she was not delinquent on her house payment.

I know that it was just a mistake and things happen, but I was floored when I read this.

The article states that the wrong doing was done at the local County Clerks Office but all I can say to this is, if you had a Virtual Assistant working with you, this probably wouldn’t have happened.

You can read the full article here http://www.nbcmiami.com/news/local-beat/Womans-House-Mistakenly-Auctioned-by-Bank-53583357.html?yhp=1

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In passing, one of my clients asked me if I’d ever heard of ABC Company, and had I done any business with them. Not only had I done business with them, they had been a client, but I severed both relationships because I found them to be very unethical.

They not only dealt unfairly with me, as a service provider, but their approach to serving me as a client was very questionable. I really wanted to give my client all the gory details, and tell them to steer clear of them, but my ethical conscience just wouldn’t allow it.

“I’ve had a client and customer relationship with them in the past, but haven’t really worked with them for quite some time. I can tell you that I’ve recently started working with DEF Company, and have been very pleased with their services. Their services really fit my needs,” I replied.

Of course, their next question was unavoidable. “So did you have problems with them?” they asked. Okay, so now what? How do I maintain my ethical standards, but provide an honest answer to a good client?

It was very hard not to bring my personal and emotional feelings to the surface about how I’d been treated by this company. I could certainly justify it by saying it was to save this client from having to experience the problems I’d had, but I just couldn’t…the words, “do no harm” kept sneaking into my subconscious.

Although this company had certainly not taken those three words into consideration where our relationship was concerned, I most assuredly do not want to lower myself to their standards. .I knew that I shouldn’t say anything bad about them. Who knows, maybe ABC Company had new owners or management. Maybe they figured it out and started working more ethically.

My response? “I had a problem with them some time ago, but haven’t really done business with them for a long time. It certainly could have been something unique to my situation, and I imagine that they should be able to provide you with references, should you be concerned. At any rate, I would certainly encourage you to at least look at ABC Company and DEF Company, compare them, check references, and make the decision you feel will be the best one for your needs.”

I answered honestly, but provided them with enough information for them to consider all their options. It actually turned out exactly as it should have. They looked at both companies, and reported back to me that ABC Company provided them with two references, both of which declined to provide information. They used DEF Company and were very pleased with the results.

Even though I didn’t say what I would have liked to, I maintained my ethics, left the client with enough information to consider all their options, and everything worked out for my client.

There’s nothing magical about business ethics, it’s just that final piece of the puzzle that can make or break your business. Don’t break your business, use good business ethics!

Wishing you continued success and the wisdom to consider ethical options.

©Copyright Accurate Business Services 2009

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Measuring the success of an email marketing campaign is dependent on key performance indices (KPIs) which include open rates, read rates, response rates, and click-through rates. Although there are a number of factors that affect these KPIs, the use of certain power words can guarantee improved results.

Ten of the most effective power words for email marketing are listed below. Using them in email subject lines as well as in the main text will allow you to ensure higher open rates and, consequently, improve on other email marketing KPIs.

Email Marketing Power Words:

1) New – In email marketing, it is important to note that the idea of novelty and freshness always strikes the curiosity of readers and the opportunity to learn or try something they never have before is always appealing. This is especially true if the proposition of something new will bring in more benefits to their own activities.

2) Save – Everyone likes the idea of savings especially when it comes to money. When engaged in email marketing, any proposition that allows readers to feel they will be getting something for much less than what it is actually worth will be attractive.

3) Safety – Security is a basic human need. This is the reason why readers are very much attracted to the proposition of added or guaranteed safety especially when it involves their well-being or their money.

4) Proven – All consumers, especially internet users, fear the unknown and they tend to be skeptical about all sorts of claims. Providing proof through your email marketing campaign will justify your claims, ease your readers’ fears, and allow them to trust your online business as well as the products and services you have on offer.

5) Love – Love is another basic need whether it refers to human beings’ relationships or material possessions. It is simply in the nature of human beings to have intense feelings for something and the proposition to provide them with something they will love is always inviting.

6) Guarantee – People are always doubtful of things they are not familiar with. Providing them with a guarantee (even by just adding the word to your sentence) helps ease their worries. It also makes your proposition seem sound.

7) Immediate – People online need to get what they want and get it quickly. If your readers are assured that they can benefit from your proposition immediately, you will definitely catch their attention. Using similar words like “instant” or “now” will also work.

8 ) Results – People don’t do anything (or buy anything) they won’t get results out of. Assuring beneficial outcomes through your proposition will surely trigger conversions.

9) You – Readers always like to be addressed because they need to know exactly how anything will affect or benefit them. Composing your emails as if you are talking to your readers directly will certainly help in enticing them to avail of what you have to offer.

10) Free – This is considered the most powerful of all email marketing power words simply because people like the idea of gaining something (or anything) for nothing. No matter what it is you have to offer, freebies will surely get your audience interested.

These ten power words will help you boost the results of your email marketing campaign. It is important to note, however, that the more often you use them, the less powerful they become. Be strategic when using these words-use them sparingly and mean it when you do.

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When you have more than 2 contractors who are working with you and working with your clients, who are depending on you to provide their livelihood; you have a Multi-VA business.

For the past 5 years, I have been managing my Multi-VA company, AnotherME.  I didn’t start out with the intention of growing a Multi-VA business.  Originally I had a business partner, and we shared all of the business tasks like marketing, bookkeeping and client sales; along with sharing the client workload.  When we both recognized that the business had grown and our goals for the business were not the same… it was time to dissolve the partnership.  (that’s another topic for a blog!)

The first thing you need is a good… no, make that a great bookkeeper.  Once I gave up the tedious task of billing, collecting and paying all the contractors – I was free to start generating new business and working with my client base.  I still have control.  I see every timesheet, every invoice and sign all the checks that go out!  I get monthly reports from my bookkeeper and we email the QuickBooks file back and forth.  So I always have an up-to- date copy!  As a business owner, you have to make that leap and get over your fear of losing control!

If you are just starting out and have a few contractors, now is the time to develop some basic systems, processes and forms that you can use on a regular basis.  These will become your foundation as you grow your business.

Forms – Create a client information sheet, a VA checklist for client tasks, a Contractor Service Agreement and a Client Service Agreement.  Don’t feel pressured to spend a lot of money.  There are many resources online for Service Agreements and contracts.  Find something that works for you, but expect to make changes as your business grows.

Systems/Processes – I recommend you start out right with Quickbooks for your invoicing, tracking and payments. You can get a copy of QuickBooks at Costco or Sam’s Club.  We also use a time sheet system called EZtime by TimeRewards.  This was recommended by my CPA because it ‘syncs up’ the time sheets and the work descriptions with Quickbooks.  (easy payments, easy invoicing…all in one place)  There are several other systems out there – FreshBooks, BaseCamp,etc.   Just find a bookkeeping system that will scale and grow with your business.  If you have to pay a little right now – it’s worth it in the end.  It will be less hassle when you upgrade or outgrow the “freebie”.

Communication is the KEY to managing your Multi-VA contractors and your clients.  I recommend emailing, calling or IM’ing with your contractors at least once a week.  That communication will help you develop good relationships and give you insights into your contractor’s abilities …and loyalties.  I stay in touch on a regular basis with all of my VA’s.  They can call or email me anytime with questions, problems (business and personal) or ideas.  They are free to communicate with the bookkeeper when they have questions about payments or need help with the Time sheet system.  The bookkeeper also communicates with the contractors if she has questions about their time sheets!  We work as a team.  With 14 VA’s scattered throughout the US, I started doing conference calls with my team.   We use FreeConferenceCall.com and everyone dials in.  It’s just another way to communicate and develop your Multi-VA team.
Create a Virtual Assistant profile of the type of contractor you want to hire in your business.  Just like an employer creates a job description or a recruiter has an “ideal candidate profile”.  This is critical.  Too many chiefs and not enough Indians will cause problems down the road.
And the last, but most important tip – be prepared to change. And then change again!  You’ll find that once you get it all figured out, your business will start growing; and then you’ll have to change.  And that’s a good thing!   Having your own Multi-VA business and managing (working with) a team of  professional women is rewarding and worthwhile!  I wouldn’t have it any other way!

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