» business tips

Advantages of Working with a Virtual Professional

jeannineclontz — Sat, 11 Dec 2010 14:57:05 +0000

January has always been a good time for many of us to setup goals and marketing plans for the coming year. One of our main goals for 2011 is to increase our value and benefits to clients. This will include finding and connecting clients with the latest technologies that allow them to increase productivity, and reduce their involvement in the day-to-day tasks that keep them from moving their business to the next level. And equally as important, allowing them to implement those tasks that sit on the back-burner because no-one has the time to follow-through on them.

I recently spent some time with a client of three years who wanted to see if there were other ways we may be able to support them. They were pleasantly surprised that I was able to suggest new technologies and processes that could not only save them money, and increase productivity, but that required minimal support from either Accurate Business Services, or in-house staff. By sharing my knowledge and experience I was able to increase the value of our working relationship and create cost-effective ways to accomplish their goals whether or not they needed us to implement them.

They could now see how partnering with us benefitted their bottom-line. We are now both excited to be moving their business forward in a manner that creates a win-win. If we don’t help make them more successful, why would they need us long-term?

Many of my prospects don’t see the need to work with a Virtual Assistant when they already have and employ in-house staff. Sometimes in-house staff sees the VA as someone who is poised to take their job. That’s just not what our relationship is about.

We work with a number of clients who employ full-time staff, or in-house support shared by a number of people. Working with a Virtual Assistant allows you access to resources they don’t have access to, and professional assistance in times when your in-house staff is overwhelmed and the added expense of training, taxes and benefits, make a temp person an ineffective and overly costly option. Because we work with clients nationwide, we can also share our successes in many business and marketing situations. Why re-invent the wheel?

Still not sure a virtual professional is right for you – find one or two projects you could delegate to a VA, and give it a try – look at www.ivaa.org and check out their Directory, or submit an RFP (Request for Proposal) and see what happens. Or contact us for a no-obligation complimentary 30-minute consultation to see if working with a VA is right for you.

Once you experience the freedom and professional support, I’m sure you’ll agree there are some distinct advantages to working with a VA.

Wishing you and yours a happy, healthy and prosperous 2011! Let’s work together to increase your success.

Jeannine Clontz, IVAA CVA, MVA, EthicsChecked™, provides marketing and social media support, training and consulting to busy entrepreneurs. For information about finding a VA, download her FREE 10-Step Guide to Finding the Right VA, or to learn why Social Media should be an important part of your marketing plan with her FREE Report, Social Media Marketing Benefits, visit: http://www.accbizsvcs.com, or contact her at info@accbizsvsc.com

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Promote Your Online Business Through Social Media Platforms

jeannineclontz — Fri, 12 Nov 2010 15:11:09 +0000

There are many Internet marketing strategies to promote an online business. Using popular options like article marketing, pay-per-click advertising, forum marketing and email marketing can increase your success. The business owner will need to track click-throughs and conversion rates to achieve more success by converting people into paying customers.

Today, social media sites are very popular among Internet users. This has allowed them to become attractive platforms for Internet marketers. A wide variety of potential prospects can be gained by reaching out in this way. Of the most popular platforms are video sharing and social networking sites.

1) Video Sharing

Aspiring artists, and other performers have been using sites like You Tube as a launching pad for some time. As these sites have continued to grow, online businesses have realized the value of using video sharing to improve their success. By producing entertaining yet professional videos businesses are able to reach a broader Internet market. Product demonstrations that highlight benefits to customers have become quite popular, too.

Not only are you capturing a large number of video enthusiasts, but these sites make it easier for videos to be spread virally. They can also be shared through social bookmarking and networking sites as well as via email.

Should a video be relevant to other businesses, they can easily publish them on other websites and blogs, who can then spread your messages virally. Video marketing has proven to be a crucial element in any internet marketing campaign.

Additionally, if videos are attractive or interesting enough, people can leave comments that assist online business owners in gaining consumer insights on their offerings.

2) Social Networking

Savvy Internet marketers regularly share relevant content to engage users and prompt them to follow their brand or become a part of their network. Some use these sites as an alternative or supplement to their email marketing campaigns.

Everyday use of social networking sites has practically become a way of life for many internet users. However, promoting a business is not as simple as building a network of random people and marketing to them. Treat these sites as a means to build relationships rather than just another advertising medium. Like video sharing sites, social networking sites can prove to be a valuable source for customer feedback.

Encourage comments from users who can help manage an online reputation and give the brand a higher potential to spread virally among people who share the same interests. Consequently, this allows businesses to spend less time, money and energy on brand building and customer acquisition.

This social media popularity allows people to spread the word about a brand and business offerings and increases the number of prospects who see the message. The idea is to get more people to talk about the business and keep the brand top of mind so that internet users will be more likely to patronize it or to share it with other people.

Jeannine Clontz, IVAA CVA, MVA, EthicsChecked™, owner of Accurate Business Services is a Virtual Assistant (VA). ABS provides ‘as needed’ marketing and social media support, training and consulting to busy entrepreneurs. Clontz is a writer, author, VA Coach, and speaker on business topics including business ethics. For her FREE 10-Step Guide to Finding the Right VA, or her FREE Report, Social Media Marketing Benefits, visit: http://www.accbizsvcs.com, or http://www.internetmarketingvirtualassistant.net.

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An Unexpected Connection

jeannineclontz — Mon, 11 Oct 2010 14:33:33 +0000

Several months ago I was contacted by a woman looking for a transcriptionist. Even though I no longer provide this service, I got some basic information and told her I’d check around to see if I could find someone to help.

I called back the next day and inadvertently got to speak to her boss. I explained that I’d found three options for him and asked if it would be okay for me to give them his contact information.

He agreed, but was genuinely shocked that I had called back, and that I would be willing to help him find someone. I explained that he had a need I could help fulfill because of my connections within the industry, and that I was happy to be of service.

We spoke for several more minutes, just general chit chat about what each of us does, and I went on my merry way. Two weeks later I reconnected to be sure the three referrals I’d sent him had indeed followed through.

They had, and he was very appreciative for my referrals. We exchanged a few more niceties and wished each other well.

About two weeks later, he called me with referrals to two prospects he thought would be a good fit for me. WOW, who would have thought that just because I went a little out of my way, that someone would feel obliged to return the favor?

Both of his referrals turned into new clients, and I feel as if I have made a connection with someone who will most likely be a good resource for years to come. I’ve even returned the favor and suggested his services to several of my networking buddies with a need; networking at its best. We both seem to have similar business standards and acumen, making for an unexpected friendship.

The lesson for me was to leave no stone unturned. If you’re presented with a situation where you’re not the right fit for someone, don’t stop there. Be a resource, help them to find a good fit and you may enjoy an unexpected connection to someone who can help you grow your business.

Jeannine Clontz, IVAA CVA, MVA, EthicsChecked™, owner of Accurate Business Services is a Virtual Assistant (VA). ABS provides ‘as needed marketing and social media support, training and consulting to busy entrepreneurs. Clontz is a writer, author, VA Coach, and speaker on business topics including business ethics. For her free 10-Step Guide to Finding the Right VA, or her FREE Report, Social Media Marketing Benefits, send a request to: service@accbizsvcs.com or visit: http://www.accbizsvcs.com, www.VAbizcoach.com or her book website http://www.entrepreneurialfreedom.com

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Five Facebook Fan Page Success Strategies

jeannineclontz — Sun, 12 Sep 2010 16:10:44 +0000

In recent years, having an Internet presence for your business meant putting up a website. While still an important feature for promoting your business, a website is no longer enough. Web 2.0, or the social web, is an essential feature of a successful marketing plan to reach your clientele.

Facebook is considered one of the leaders of social media. Its growth has continued to increase and Facebook has become an essential and innovative idea for business marketing.

Facebook is a great way to keep up with friends and family, but you don’t necessarily want your clients to see the more personal side of your life. Businesses should take care to present a well defined and controlled image of their products and services. Facebook fan pages are an excellent choice for business.

Business Facebook fan pages have many of the same features as personal pages. You can still share articles, photos, videos, and applications, but all of the fan page content is related to your business. Here are five strategies for making your Fan page a success:

Make your Fan page a resource

Consider the information your customers need. Post articles and links to useful information on your wall and showcase yourself as an expert and your customers will return again and again.

Connect

Interact with customers by making use of Facebook’s tools. Respond to comments. Discuss the benefits of your product line and lead new customers to your website for more. Target your offers without being spammy to increase customer loyalty.

Be human

Pictures and personal information put a face on a company. As long as you present an image that enhances your business, personalizing your Fan page is a great way to get followers.

Be present

Keep your profile, articles, photos and video content up-to-date and current. It’s not enough to throw up a page and ignore it. Make sure to respond to customers who become fans. Create a group for your business and participate in groups related to your business.

Be Innovative

Facebook moves fast. Don’t be afraid to try the latest thing. Explore webinars, and other interactive media as options to improve business relationships.

Creating a Facebook fan page is great first step toward integrating social media into your marketing plan. Don’t forget to provide links from your website and/or blog to your Fan page. Connect to your Facebook fan page through other social media to continue to grow your network. In no time your Fan page will be the central hub of your successful online marketing campaign.

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Exercising Your Ethics!

jeannineclontz — Wed, 11 Aug 2010 15:31:33 +0000

If you’re anything like me, exercise should be considered a four-letter word. Time, which is a four letter word, is what we seem to have the least of. We need time to handle the administration of our businesses, complete client tasks, market our businesses, attend networking events to grow our practices, volunteer to make sure we’re helping where we can, and let’s not forget the time we need to be sure our families and households are running at peak performance We cheerfully spend lots of time on everyone’s physical well-being, making sure we eat right, get plenty of sleep, and at least consider that exercise thing, but most people spend very little time on their moral well-being, the time needed to exercise our ethics.

When I am working with a client to create an ethics seminar, I always ask to speak with a few of their key employees, not in management. This exercise allows me to listen to employees concerns, and get a true picture of the employer’s appreciation of their employees, and what ethical systems have already been addressed and implemented.

I’m never surprised to find that the client seems puzzled by some of the responses I receive. Some of it stems from the client’s misunderstanding of what ethics encompasses, some of it stems from the client’s inability to communicate properly to the employee what their standards are, and how they affect the way they do business.

Hands down, the biggest complaint I get from employers and employees is lack of follow-through. We need to do what we said we would, in the time we said it would take, or we need to communicate any shortfalls well before that committed completion time has expired.

I think that’s true in our businesses, too. We have to be excellent communicators, and have the ability to ask the questions that our clients haven’t even considered. On those occasions when a situation arises that may tip the scales unfairly in one direction, we have to take the time to consider all sides of the situation and make the most informed decision that is fair and equitable to everyone, even though it might be easier and more profitable not to.

To be an ethical business, you must earn the respect and trust of employees, clients, suppliers, etc., by weighing all the aspects and making sure we treat all parties fairly. If we always practice good business ethics, we not only help ourselves and our businesses, but we help bring more confidence and trust to our industry – something we absolutely must maintain in order for us all to be successful.

So let me ask you to exercise your moral well-being and increase your credibility without the sweat and expensive work-out equipment!

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

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Getting to the Root of Client Deductions

jeannineclontz — Mon, 12 Jul 2010 15:13:23 +0000

Ever have a client make a deduction from an invoice? You know the type, they always find fault with your work, can’t believe that you charge those kinds of rates, and they wonder why you’re not able to drop everything and handle their projects immediately without adding “rush charges” to the invoice.

As I’ve gotten more experienced as an entrepreneur, I’ve found that there are several types of clients that use these tactics.

The first type is totally unethical, and no matter what you say or do, it’s always better for you to cut your losses and discontinue doing business with them. I know this can be difficult, but it could hurt your credibility.

The second type is the client who is always looking for something for nothing. They will take your project quotation and rip it apart looking for hidden discounts.

Sometimes they are just thorough, sometimes they are doing what has proven to be successful in the past. These clients can be turned into good, ethical clients by simply taking the time to find out why they work this way.

They may have worked with unethical providers in the past, and have found that by questioning an invoice, or price, they usually will get some sort of discount, or free offer.

Open the discussion by asking about their complaints and how you can rectify the situation. Be a good listener. Let them vent their frustrations. Ask them for an explanation of any deductions, and try to put yourself in their shoes to see if you can get a better idea of their motivations and concerns.

Maybe your invoices could detail more information about your charges and how you met their needs. Let them know that you want to be more familiar with their specific needs so that you can provide better services in the future.

Most importantly don’t take it personally. Sometimes we are not the perfect fit for someone’s needs. What we need to do is maintain our integrity and remember that we can’t be all things to all people.

Do those tasks where you consider yourself to be the expert. Encourage new clients to contact your references so they have a clear picture of who you are, what your strengths are, and how those strengths can help them achieve their goals.

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Problem Solving for Dummies!

jeannineclontz — Fri, 11 Jun 2010 19:19:15 +0000

I belonged to a local networking group that touts allowing only “one person per profession”. When a competitor of mine visited the group, I told them that they would not be able to promote the specific services in conflict. They said, “No problem.” On their next visit, they again promoted those services, so I took our president with me to tell them that they could not offer those services that conflicted with mine. Problem solved, right?

Imagine my surprise when they were inducted a few weeks later without my signature in the approval section of the application for just this situation. I asked why I hadn’t been contacted, and was told that the president told them it wasn’t necessary.

It seemed like they’d stopped promoting my services, but soon I found out that they did on weeks I was not in attendance. Then I overheard reviews from members for my services as being performed by the other member.

I submitted a formal written complaint to the president and vice-president explaining the situation and came up with what I thought were our only alternatives, my competitor could start another chapter, they leave, or I leave. Nothing happened for three weeks, so I asked them to meet with me after the meeting.

Yeah, they got my letter…no, they hadn’t done anything. Since I was getting ready to take a leave of absence they’d already approved, I told them they must get it taken care of, as I would have no way to monitor the situation after I took leave.

I was appalled with their solution. The following week EVERY member received a memo from the vice-president saying that this person was getting referrals that belonged to me, and that everyone should ask me before referring them any business.

Oh, my God! I wanted to crawl in a hole somewhere and die. Now they’ve taken what should have been handled one on one with the conflicting party and made me out to be, “Oh whoa is me” Jeannine.

Needless to say, the conflicting party was very upset and voiced some very angry words about how this was handled. I made it very clear that I agreed. Now everyone felt like I was picking on my competitor. As you may have already guessed, my referrals were all sent their direction.

Unethical – you bet! On the conflicting party’s part for not adhering to the rules and heeding the warnings, on the leadership team’s part for not having handled it properly, quickly, or discreetly, and on the rest of the membership for not trying to understand the conflict, and supporting a long-time “charter” member.

I took my leave of absence, and started utilizing that time to market my business in other ways. Since I left the group I’ve put on many new clients, making me realize that this group truly wasn’t the right place for me.

When I received an invoice for meals and dues last week, I guess I shouldn’t have been surprised. Bet they miss my referrals. I was almost always the group leader! Ignoring my personal feelings, I penned a cordial letter letting them know that it just wasn’t working for me as a good option for marketing my business.

About six months later I heard the Chapter had folded. I was probably one of a few people who understood why. When they didn’t use good business ethics as the foundation for the organization, how could they expect to succeed?

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Setting Attainable Goals

jeannineclontz — Tue, 11 May 2010 14:36:37 +0000

I was looking through a magazine and stumbled upon something I hadn’t seen in years, a glass piggybank. I recall the first such bank I received when I opened my first savings account. It forced me to continue to save because I didn’t want to ‘break’ it until it was completely full, or I had enough to purchase something I really wanted. My eyes were always on the prize.

By the ‘80’s piggybanks had changed; they had stoppers in the bottom to remove money whenever you wanted. By not having to keep adding to your savings until you’d reached your goal, many times they were never met. The bank became a place to gather loose change and such, but it took away the demand, if you will, that you reach a goal or lose it all, by having to ‘break the bank’.

It makes me think about my business goals in somewhat the same way. I have to find ways of making myself accountable to reaching the goals I’ve set. Last year, I setup several reminders to check in on my 2010 goals. When I got the first reminder, I realized, – YIKES, now where did I put those goals? J I was not focused on reaching them.

It’s difficult when you’re the boss, isn’t it? How can we set goals and make ourselves accountable for the goals we need to keep our businesses afloat in these challenging times?

First, take a look at what types of goals you might want to set for yourself. Some to consider might include:

Sales/income
Number of new clients
New equipment/software
Knowledge-based achievements (certifications; classes)
Adding staff or sub-contractors

As you can see, there are many types of goals you can set for your business. I usually try and have three to four of these areas covered in my yearly goals; that way, if one seems to be lacking, I can transition more time and effort into making that particular goal a priority, or adjust it to give myself a clearer way to achieve it.

I think the next most important thing is to put it in writing – something about memorializing it makes it seem more attainable, and real. You might even consider sharing your yearly goals with a colleague or peer and ask them to check in with you several times a year to make sure you’re on track to achieving them.

Equally as important is making sure that you don’t beat yourself up if you don’t attain a particular goal. Goals are something you are aspiring to achieve; they should help you be accountable for where you want your business to go.

2008 was a perfect example of that for me. I was right on track with my sales/income and new client goals for 2008, right until the stock market crashed in October. Suddenly, everything changed. By the end of the year, several goals had not been met.

I rewarded myself for those goals I did achieve, took stock of those I didn’t, and tried to understand why; then I realigned my goals for 2009 and again for 2010, to offset these changes, and added several new categories of goals that will help me keep my business on track and growing.

Goals are meant to inspire you and invoke you into taking action. Don’t let them bring you down if you don’t achieve them; re-adjust them. Find a cheerleader, someone who will help you stay on track with your goals, but will also encourage you and help you see the positive changes and growth you have experienced.

I am pleased to say I exceeded my 2009 goals and I look forward to a prosperous 2010 and achieving my goals. Re-invent yourself and keep making deposits in your unbreakable piggybank of growth. Stay positive and watch what happens.

Jeannine Clontz, owner of Accurate Business Services, a VA practice, is an author, writer, speaker and VA Business Coach specializing in providing professional business coaching to established and start-up virtual assistants (VA’s). For her FREE audio CD “What’s Holding Back my Business Success?” or a 2-month trial in her group coaching program visit: http://www.VAbizcoach.com; or contact her at: coach@VAbizcoach.com.

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Time Management – Managing Our 24-hours

jeannineclontz — Mon, 12 Apr 2010 11:56:40 +0000

We all have the same amount of time to expend each and every day, so why does it seem like some people have mastered their time better than others?

I don’t think it’s about the time at all, I think it’s about how we manage ourselves. My friend, Pam Vaccaro (www.designsontime.com) says it best, “It’s about your focus!”

I know from my own experience, making a few simple changes have made a HUGE impact on my effectiveness, and stress levels. I tried several different options and settled on the system that worked for me.

One of my biggest faux pas was thinking multi-tasking was a good thing. I would work on a client document while I was running another client’s color postcards on my laser jet and another project on my copier, only to find that somewhere along the line the copier jammed, or the laser jet ran out of ink, and I was overwhelmed trying to juggle them all. I don’t believe our brains work that way. Since I stopped multi-tasking, I get so much more done, and feel more energized and effective.

I’ve also been guilty of creating a sense of urgency where one may not exist, or not being clear with a client who gives me an unreasonable deadline. Since I’ve taken back that control, managing time is much simpler. By increasing my level of communication, I also avoid having to spend time solving problems. They just simply don’t exist.

I also try and be more aware of the time I’m spending on non-income generating Emails. That was very difficult for me since a lot of my client projects and communication come through Email. I used to cringe when I’d look at my watch only to find I’d spent several hours going through social media or volunteer Emails that didn’t need to be handled right away.

I now have a basic kitchen timer on my desk and allow myself a specific amount of time, at the beginning of the day, and at the end of the day, to handle these Emails. My life feels so much more organized now, it’s truly amazing how these few simple changes have made a profound impact on the way I manage my time.

So give several of these options a try or come up with a few of your own, and see if you can’t transition your focus to better manage your time. And remember to enjoy your life to the fullest; it’s not JUST about business!

Jeannine Clontz, IVAA CVA, MVA, EthicsChecked™, owner of Accurate Business Services is a Virtual Assistant (VA). ABS provides ‘as needed’ marketing and social media support, training and consulting to busy entrepreneurs. Clontz is a writer, author, VA Coach, and speaker on business topics including business ethics. For her FREE 10-Step Guide to Finding the Right VA, or herFREE Report, Social Media Marketing Benefits, visit: http://www.accbizsvcs.com. Find out more at www.VAbizcoach.com or her book website http://www.entrepreneurialfreedom.com

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Email Marketing Advantages

jeannineclontz — Sat, 13 Mar 2010 13:05:12 +0000

Email marketing has become an acceptable option for marketing a business. It allows you to stay connected to current and prospective clients and provides ways to grow your business and build a loyal following. As a viable and low-cost part of your marketing plan, it plays a big role as a method by which you can distribute, advertise, and promote various types of communication to a wide range of recipients.

Through a targeted email marketing approach you may tailor or personalize your message to your specific audience or niche. In marketing terms, this is called segmentation.

The advantages to using an email marketing strategy to promote your business are many, such as: low cost as compared to traditional mailing costs, the speed at which your message is delivered, and the ability for recipients to forward the message to others who may also be interested. Moreover, email marketing software allows you to track results of your communications, allowing you to evaluate your success and enhance your messages through your statistical insights.

While there are multiple advantages, keep in mind that email marketing is intended to be an enhancement to your other marketing activities. For example, it may be used to lead your prospects to your website, which should be designed to process sales, while your email marketing campaign will highlight the benefits of your offerings and encourage prospects to make a purchase. Your website should also be the focus of other online marketing strategies such as search engine optimization (SEO), pay-per-click (PPC) advertising, and article marketing. Email marketing allows you to enhance all your marketing efforts and encourages customers to patronize your business and become loyal fans.

Always remember when implementing an email marketing campaign do not overdo it, one of the downsides or disadvantages of email marketing. If you’re sending emails to thousands of people every other day, they’re going to get tired of hearing from you and either delete them or opt out of your mailing list, which will potentially cost you a lot of business. The last thing you want to do is irritate your subscribers by making them feel they’ve been tricked into signing up for something they didn’t actually want.

Email marketing is a very valuable tool to supplement your marketing strategies while giving you an additional method to keep in touch with your customers and prospects to build a loyal following.

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