What happens if your VA do it wrong?

Posted on by Rambo Ruiz

In a perfect world, projects would always be completed exactly the way we want. (Actually, in a perfect world, we wouldn’t have any projects at all… we’d all be sipping fruit-shakes on a beach somewhere). Okay, so in a NEAR-perfect world, projects would always be completed exactly the way we want. But we don’t live in a perfect world or even a near perfect world. We live in a world where stuff happens: Mistakes, miscommunication, project derailment, etc. For any number of reasons, a project can go in a different direction than we wanted. Here are some thoughts on how to fix it.

Step 1: Review the finished project in its entirety

Review the finished project in its entirety. Does it look like they just attached the wrong file? It happens! Or, perhaps they provided excess information as background and the finished work is at the end of the document.

Step 2: Determine how it can be saved

Assuming that the project you received wasn’t an incorrect file or just a mislabeled project, look at the project and determine how it can be salvaged. It’s extremely rare that a project is so totally off the mark that it needs to be scrapped and started over from zero. If you think of a project being completed in stages, think about what you have to dial the project back to in order to start from there. Is 50% of the project correct? 75%? 25%?

Step 3: Look for a pattern regarding what went wrong

Yes, this might seem like a strange step to take but it will make a huge difference to the outcome of the second attempt… and to the outcome of future projects. Here’s a simple example: Perhaps you might notice that the project was an entire plan about social bookmarking rather than social networking. Some of it is still salvageable but it needs to be extended out to cover broader social media. So the “pattern” here is that it was focused too narrowly on bookmarking.

Reviewing this step thoroughly, while you also review the communication in the project, can help to highlight where the mistake occurred.

Step 4: Review with the assistant

So far, you’ve done the work on your own. Now it’s time to go back to your virtual assistant with an outline of what went wrong and how to fix it. When you review with them, remember to be clear but positive. (Positive doesn’t mean that you have to thank them for a job well done if the project was wrong, but it does mean that you need to maintain professionalism and an upbeat attitude because good work doesn’t happen when criticism becomes too harsh). Outline for them what you were expecting and where you think the error occurred. Discuss a plan of action to see that the project gets corrected.

If you are concerned about how the project will progress and whether the corrections will fix what you are looking for, set up a series of mini-milestones in which you review the revised project before it is completed. While that might not be ideal on every project, it’s not a bad idea on projects that have really gone in a different direction than you were expecting.

Homework

Have you had a project that didn’t turn out exactly how you wanted? Think about how close it was. In some cases, a project can still be good but just not how you would do it. In other cases, a project can be good but not what you want at all. When you’re preparing future projects, consider how you can clearly articulate what you’re looking for… and what you’re NOT looking for.

Remember

In the words of the Hitchhiker’s Guide to the Galaxy: “Don’t Panic”.

Tools to Use for Project Management

Posted on by Rambo Ruiz

Delegating isn’t easy. There is a lot to juggle in business anyway and delegating can seem like one more thing. There are tools that can help you to delegate more successfully. We’ll look at some of them here. However, be aware that tools change all the time. These are tools that we (or people we know) have found helpful in the past but these tools might change or better tools might come along.

Project Management Tools

These tools have proven helpful when we wanted to monitor a lot of projects at once. You might find one of these useful, too.

Spreadsheet: A good, basic tool to help keep track of multiple projects is a spreadsheet. You can use an Excel spreadsheet and simply send it back and forth or you might want to use a spreadsheet created in Google Docs (it works just like Excel but is stored online) and shared with your VA. Visit http://docs.google.com.

Basecamp: Basecamp is a popular project management system with a variety of tools (like to do lists, calendars, file storage, message boards, etc.). There are free and paid options. Visit http://basecamphq.com

ActionMethod: This is a stylish looking site with a clever methodology. There are also paper products, too, if you want to balance online and offline project management. This one is just as much about personal productivity as it is about collaboration.Visit http://actionmethod.com.

Wrike: Wrike offers fairly simple, intuitive project management. It’s easy to create projects and assign them to others. Visit http://www.wrike.com.

RememberTheMilk: If you’re just after a really basic, free list to track projects and check off stuff when it’s complete, this one’s for you. It’s really simple but it does the trick. It’s more for personal productivity but we have used it for project management successfully. Visit http://rememberthemilk.com.

Show and tell

When describing a project to your VA, it’s sometimes easier to show them than tell them. If you want to just provide screenshots, Screenshot Pilot (http://www.colorpilot.com/screenshot.html) is a free, easy to use piece of software that allows you to take different kinds of screen shots and save them in different formats. If you want to show what’s on your screen and demonstrate (in a video form) how you do something, Camtasia (http://www.techsmith.com/camtasia.asp) works well. You can get a free trial or a paid version and if you use it frequently, you’ll find that it’s well worth the price tag.

File sharing and Collaboration

Sending files back and forth isn’t always the most helpful, especially if they’re bigger files or if you don’t want to fill up your inbox. Sites like Box.net (http://box.net)or YouSendIt (http://www.yousendit.com) give you options to send larger files. Or you can use GoogleDocs (http://docs.google.com) or Zoho (http://zoho.com) to create and edit files at the same time.

Keep in Mind:

Sometimes it’s well worth the small investment to acquire a tool that can help you and your VA function more efficiently.

The MUST HAVES of a Successful Delegation – Part 3

Posted on by Rambo Ruiz

In the past few posts, we’ve been talking about the various elements that all delegation should possess in order to make for a successful project. Providing a vision of the business so the Virtual Assistant knows how their small project fits into the big picture was the first MUST HAVE. Providing clear instructions was the second MUST HAVE. Providing success factors (measurable if possible) was the third MUST HAVE. There’s a fourth element that all successful delegation should have.

Feedback

In an employer/employee setting, feedback is often a formalized event - say, a quarterly review. These are planned occasions when an employer prepares a document that has outlines the employee’s performance based on a series of factors (success factors!!!) and then goes over the document with the employee.

That works in situations like the employer/employee relationship because the employee performs ongoing work. It’s not project based and it’s simply not practical for the employer to review the employee after every specific accomplishment.

However, in the entrepreneur/VA relationship, a post-project review is more helpful and more realistic. This is because the relationship is project based. Of course, the review does not have to be as lengthy or formalized as the quarterly employee review! However, every project should end with a brief review. At the very least, even something like “great job!” or “well done!” lets your Virtual Assistant know that you received the project and that it looks good and the project can be crossed off their list.

That’s the most basic of reviews and is often sufficient, especially when the VA has an ongoing project that they perform.

But on newer projects or larger projects, a slightly more detailed feedback is helpful. In this case, here is how to create the most productive feedback possible:

  1. First, list what your VA did well. Outline the positive elements of the work and thank him for his work.
  2. Second, list how the project could have been done differently. In some cases, it might not be worth changing anything, so telling them how it could be done differently is purely information for the next time the project comes up. But in other cases, it might be exactly what the VA will use as a “to do list” to go back and work on the project again.

Let’s look at an example of great feedback so you can model your feedback after it:

“Rambo,

Thanks for completing the social media marketing plan. I like that you incorporated all the different elements that I asked for and I appreciate that you even included a couple of additional social networks I hadn’t considered. That’s great!

Could you revisit the project for me to revise two things? I’d like to change the name of my business listed in Facebook. You’ve listed my incorporated business but I’d rather just use my own name. Also, can you check on the Twitter bio? I think the grammar is incorrect.”

See how that followed the positive/make-changes format and yet still came out as a very constructive feedback? It’s that simple. Outline what you liked and what you would like changed. In an upcoming post we’ll talk about what you can do if the project goes really wrong.

Homework

Go through your recently received delegated projects and see if you can provide feedback in the format above.

Remember

Your VA won’t know unless you tell them… both the work that’s good and the work that needs improvement.

The MUST HAVES of a Successful Delegation – Part 2

Posted on by Rambo Ruiz

In the previous article we’ve been talking about elements that all delegation instructions should possess in order to create the conditions that will result in more successful projects. Sharing the vision of the project was the first element. Providing clear instructions was the second element. In this post, we’ll look at a third element that your delegation instructions should possess.

Clear Instruction

Let’s compare two sets of instructions to show you what I mean:

Instruction A: “I’d like to put together a newsletter that people can subscribe to.”

In this instruction, we don’t know how frequent the newsletter will be or who will be subscribing or what the business owner wants covered or how the newsletter will be distributed… there are so many questions. The VA might ask some of the questions but will still be working “blind”.

Instruction B: “I’d like to put together a newsletter that people can subscribe to. I’d like the newsletter to be for prospects who come to my website but aren’t ready to buy yet. I’d like you to create a list of 52 potential topics that I will approve. I’m looking specifically for topics that will show a prospect that I am an expert in the industry and will be related to one of my products or services so I can talk about a topic then pitch a specific product.”

Wow, what a difference! The second set of instructions contained all kinds of success factors:

  • How many newsletter topics they wanted
  • Who the newsletter was for
  • What they wanted covered in the newsletter
  • What they hoped to achieve overall and what they hoped to achieve in each individual newsletter.

Measurable success factors aren’t always possible but, if they are, they are better. Measurable success factors are specific numerical directions - “follow 10 people on Twitter” or “post my article to 20 article sites” - which can be used to measure the success of the project. This is helpful because you can ask for a project to be done without a number and it might be done… but you might not be satisfied with the effort. What if your VA only follow 5 people on Twitter? Or post your article to 10 article sites? A specific number ensures that you get what you are looking for. (Admittedly, a specific measurable is not always possible but it should be used wherever possible).

Homework

Look at the list of projects you’ll be delegating shortly and write down a couple of success factors for each one.

Remember

You are the one who determines whether a project is successful. Sharing that information will make the success more likely.

The MUST HAVES of a Successful Delegation – Part 1

Posted on by Rambo Ruiz

In the last post, I discussed how successful delegation to your Virtual Assistant should start with sharing the vision of the business and the project. When this happens, projects will turn out more successful. But those are not the only ways that a project’s success can be enhanced. In this post, we’ll cover another element that all delegation instructions should have.

Clarity

Successful project instructions should be clear. We all communicate in different ways and we know well from real life just how difficult it can be to understand people all of the time. Some people might use different words than we would; some people might mumble; some people might be more direct while others might be less direct; some people are quiet and mousy when giving instructions; and the list goes on and on.

If that’s the case, it is certainly going to be the same with giving instructions to your Virtual Assistant.

Since we all communicate in different ways, and those ways aren’t always clear to all of us, we need to make doubly sure that what we want is understood by the person receiving the instructions. If they understand the project before they begin, it will be so much faster and more successful!

Of course, asking if they understand is good, but there are a few things you should do before you ask.

  1. First, plan what you want to say. Start with the vision of your business. Then talk about the big picture of the project. Then talk about how the project fits into your business. Then get into details. This is a good order because it creates a context for the project, which is a great way to ensure clarity.
  2. Second, write down what you want to say (assuming that you are providing written instructions, which is a good idea because it helps to make sure things are even clearer AND it creates a “paper trail” just in case you need to go back to review those instructions). Keep your instructions short - usually a paragraph for most of it and then followed by whatever details you need to provide.
  3. Third, proofread your instructions. This might seem like a pretty basic instruction but business owners are busy and they might leave proofreading off as something that isn’t necessary. That might be okay for some things but when it comes to delegating to your Virtual Assistant, clear instructions help to keep project costs lower so it’s well worth the few moments it takes to proofread. Double-check to make sure that your VA has everything he or she needs to be successful: Files? Resources? Access to software? Etc.
  4. Fourth, Now it’s time to ask if the instructions were clear! Follow up with your VA to see if your instructions made sense. If the project is particularly complex or it is mission critical to your business, invite the VA to briefly describe what they are going to do and how they are going to do it. This might not always be a good use of your time (and it could get annoying for both of you if you send a lot of projects) but on those really important ones it’s not a bad idea to have the VA restate what the project is.

Don’t forget that your relationship with your Virtual Assistant can sometimes be a challenge so be always clear with your instructions.

The Start of Successful Delegation

Posted on by Rambo Ruiz

The most successful projects always start out on the right foot. The project begins in the right way and is completed exactly as planned. You, the outsourcer, is pleased with the results and your Virtual Assistant is proud of a job well done. But, the question is, how can you get that to happen more often when you delegate projects or tasks? What is the exact first best step to take?

How to get there

Imagine that you are in a race with someone else. You will each be racing different routes but they are exactly the same length and skill level.

“No problem” you think to yourself, it just comes down to the skill of the racer”.

Then the race marshal tells you one more thing: The other racer will receive the route map, detailed instructions about when to speed up and when to slow down, as well as advanced notice about when to turn. They also know what the prize is. And they have a GPS device that gives them the exact location of where they are and where the finish line is.

You, on the other hand, don’t know where the finish line is and you will receive verbal instructions just moments before you need to make a turn. When you have to turn, you’ll hear the race marshal instruct you seconds before your turn.

No one would race against those kinds of odds, especially when the competitor is so much more equipped! Although that description of a race is ridiculous, it’s exactly how projects are delegated frequently! Project details are given on a “need-to-know” basis rather than sharing the larger vision of the company and the larger purpose of the project.

Here’s an example: A typical project instruction from a business owner to an assistant might go like this: “develop a social media strategy for me.” Period!

Lots of virtual assistants will get those kinds of instructions and still do a great job. But, they can do an even better job - and do it a lot more efficiently - when the instructions include the vision or the bigger picture.

Here’s an example of how better instructions will lead to a better outcome:

“I’d like to use social media to primarily position myself as an expert in my industry. I’d like to be able to share insights with people who are approaching the subject matter for the first time and I’d like to be able to engage them in a conversation that will ultimately drive them to my website. With that in mind, can you create a social media strategy for me?”

Wow, that is great detail and it makes the VA’s job so much easier. They might be able to ascertain from these instructions that some social media is more appropriate than others. And, they can zero in on specific action steps that will promote a big picture outcome.

The result?

There are several benefits to sharing your vision of the business and the bigger picture of your projects:

  • Faster delivery of projects (because there is less wasted time on non-essentials)
  • Lower cost (because of faster delivery)
  • Better results (because the project is more likely going to be customized exactly to your needs)
  • Helpful recommendations (because the VA may have done similar work in the past and can recommend ideas that might also accomplish your aims but are beyond the scope of the assigned project)

Homework

If you are already working with a VA, or you’re about to start, take a moment and create a brief document outlining your short, medium, and long term goals for the business. And, when you assign a project, spend a moment and provide a brief paragraph or two outlining what you hope to achieve from the project.

Remember

Your Virtual Assistants are cross trained in numerous skills and when they can see the whole picture they might be able to offer related business-building services or ideas that you hadn’t considered.

Why You Need a Website

Posted on by Rambo Ruiz

Even if you’re not planning on selling online, a well-crafted site is essential for any business.

Q: My business is very small, just me and two employees, and our product really can’t be sold online. Do I really need a website?

A: That’s a good question. In fact, it’s one of the most important and most frequently asked questions of the digital business age. Before I answer, however, let’s flash back to the very first time I was asked this question. It was circa 1998, during the toddler years of the internet.

I was giving a speech on the impact of the internet on small business at an association luncheon in Montgomery, Alabama. Back in 1998, which was decades ago in internet years, the future of e-commerce was anybody’s guess, but even the most negative futurists agreed that all the signs indicated that a large portion of future business revenues would be derived from online transactions or from offline transactions that were the result of online marketing efforts.

So should your business have a website, even if your business is small and sells products or services you don’t think can be sold online? My answer in 1998 is the same as my answer today: Yes, if you have a business, you should have a website. Period. No question. Without a doubt.

Also, don’t be so quick to dismiss your product as one that can’t be sold online. Nowadays, there’s very little that can’t be sold over the internet. More than 20 million shoppers are now online, purchasing everything from books to computers to cars to real estate to jet airplanes to natural gas to you name it. If you can imagine it, someone will figure out how to sell it online.

Let me clarify one point: I’m not saying you should put all your efforts into selling your wares over the internet, though if your product lends itself to easy online sales, you should certainly be considering it. The point to be made here is that you should at the very least have a presence on the web so that customers, potential employees, business partners and perhaps even investors can quickly and easily find out more about your business and the products or services you have to offer.

That said, it’s not enough that you just have a website. You must have a professional-looking site if you want to be taken seriously. Since many consumers now search for information online prior to making a purchase at a brick-and-mortar store, your site may be the first chance you have at making a good impression on a potential buyer. If your site looks like it was designed by a barrel of colorblind monkeys, your chance at making a good first impression will be lost.

One of the great things about the internet is that it has leveled the playing field when it comes to competing with the big boys. As mentioned, you have one shot at making a good first impression. With a well-designed site, your little operation can project the image and professionalism of a much larger company. The inverse is also true. I’ve seen many big company websites that were so badly designed and hard to navigate that they completely lacked professionalism and credibility. Good for you, too bad for them.

You also mention that yours is a small operation, but when it comes to benefiting from a website, size does not matter. I don’t care if you’re a one-man show or a 10,000-employee corporate giant; if you don’t have a website, you’re losing business to other companies that do.

Here’s the exception to my rule: It’s actually better to have no website at all than to have one that makes your business look bad. Your site speaks volumes about your business. It either says, “Hey, look, we take our business so seriously that we have created this wonderful site for our customers!” or it screams, “Hey, look, I let my 10-year-old nephew design my site. Good luck finding anything!”

Your website is an important part of your business. Make sure you treat it as such.

Tim W. Knox is the founder, president and CEO of four successful technology companies: B2Secure Inc., a Web-based hiring management software company; Digital Graphiti Inc., a software development company; and Sidebar Systems, a company that creates cutting edge convergence software for broadcast media outlets; and Online Profits 4U, an e-business dedicated to helping online entrepreneurs start and prosper from an online, wholesale or drop-ship business.

Source: http://www.entrepreneur.com/article/65204

7 Positive Reasons Your Business Needs a Website

Posted on by Rambo Ruiz

There are so many benefits to having a website if you have your own business. There are tons of negative “if you don’t have a website” reasons for having a website that circulate quite a bit. For a change of pace, here are 7 positive reasons that you need to have a website:

1. Significant Market Expansion

Through the internet, you can break through local barriers and become accessible to not only any state, but any country in the world, and you are accessible to them 24 hours a day, seven days a week. This can significantly build up your customer base.

2. Much Lower Cost than Standard Print Advertising

You can reach a large audience with a smaller investment. If you put your internet address on your business card, your customer or potential customer can visit your website and get a very good idea of what your product or service about.

You can change the content on your website at will, keeping it fresh for those who visit your site more than once.

You can still use print advertising of course, but with a website there is a two way communication when you include a Contact Us page. The potential client can ask any questions or ask that you contact them through your contact page.

3. Your Site Allows You to be Semi-Available at all hours

Your site runs every day all day, allowing your clients to visit your site for the information they are looking for without waiting for your business to open.

4. Higher Level of Customer Satisfaction

Your website is a convenient way for clients to get information about you in the privacy of their office or home. Add to that the idea that you can feature valuable information on your site for your clients, and you’ve got a higher level of customer satisfaction.

5. Improve Your Company Credibility

Since many potential buyers use the internet to research any future purchases (product or service), your site gives you the opportunity to illustrate for your client what your company is about, and your high standards for service and customer satisfaction.

6. An Opportunity for Your Company to Grow

It is obvious that since you are reaching a much larger market, your company has the opportunity for growth. And occasionally, someone who visits your website may promote your business by word of mouth.

7. You Can Put Your Best Foot Forward

You can work out, in advance, the best approach to use on your website to entice your potential customer to contact you. There are no variables or mistakes in the presentation, as there may be in a “live” sales presentation.

A website is an advantage to a brick and mortar only business. It makes you more available to your potential customers, and can give your enterprise a certain amount of credibility before you have the first conversation with your potential client.

Source: https://www.facebook.com/notes/reformation-productions/7-positive-reasons-your-business-needs-a-website/10150132800919311

If you need any advice on how to make your website looks better and make it a turn-a-visitor-into-a-customer website, please feel free to connect with me on Skype: bojoapril6

Link Building - How to Build Links to Your New Site

Posted on by Rambo Ruiz

You will sure agree that in link building, getting links is not that hard. It is finding good quality links that is often challenging, specially if you are just starting out with a newly published website or blog.

One helpful link building trick is to have established websites to link to you. Well how are you going to do that? The answer often involves a lot of creativity and a little bit of luck.

Link Building Tip #1 - Getting indexed quickly

Making sure that your site is indexed is a priority. One way to make sure a fast indexing is to link from one of your own existing websites - those that are being crawled regularly by Google. If you have a blog, that will sure work.

Another sure way to do it is through submitting your website link to the major classified ads websites like Craiglist. You will sure be indexed (usually) within hours. You might also get a link from Digg.com or Reddit.com as a backup. Between the two, you are assured that the site will be indexed by Google in less than 24 hours.

Very important in link building - Check if your site was already indexed, do a search on Google using the following code;

Link Building Tip #2 - Directory submissions

The myth that directory submissions don’t work amongst a number of website owners is not true. What doesn’t work is submitting identical information to hundreds of directories, many of which probably aren’t being regularly maintained.

There are still directory entries that carry considerable weight and are helpful in link building. Be sure to submit a new site to:

Most of the above directories require some payment, but these directories are worth some $$ from you. A DMOZ entry (although free) does carry considerable value. The challenge with this directory is that editors take days to deal with submissions. So be sure to submit at the earliest possible opportunity and do not expect a quick response.

Link Building Tip #3 - Article directory submissions

Last year the article marketing industry has been slapped by Google (look at EzineArticle.com from PR 9 to PR 6), yet they still offer considerable amount of SEO benefits if done properly like with article clustering or using Web 2.0 properties like Squidoo for marketing your articles .

Aim to write a number of good quality articles with atleast 500 words and submit them to top article directories. Use your target keyword in creating anchor texts and place it in your author bio.

A very good thing about article directories is that they tend to be looking for high quality content. If you can provide that, they do not worry too much about whether you have an established website.

Link Building Tip #4 - Comments on Blogs

One way to attarct quality links to your site is to comment on blogs. Whatever your site may be about, there are numbers of blogs out there that talk about the same thing and have already established some authority, find those and comment on their posts. This will also give you the opportunity to showcase your knowledge and expertise in your subject. And people with the same interest seeing you commenting everywhere will sense your authority.

Like with article directories, use anchor text in your comment or use it as your username – these are often likely to have a good following and offer authority.

There are lots of other ways you can explore on how to build links for your site. Just be creative and keep in mind that no one wants spammer so don’t try to be one. It doesn’t matter if your link building is slow at a time as long as it is quality and consistent and from authority sites.