by WP-Dev | Dec 30, 2019 | Entrepreneur, Virtual Assistant
Onboarding a new client is always a very exciting experience for any virtual assistant. However, sometimes, a few weeks down the line one or both parties may feel disillusioned and frustrated with the business relationship. I’ve especially found this to be true when either the VA or the client is still new to the virtual assistance industry or when both are. Here are a few pointers to help VA’s (and clients) avoid the pitfalls of unnecessary frustration.
Questions…questions…questions
My clients and colleagues will all tell you the same thing about me. I ask questions… a lot! I don’t just accept the status quo of anything, just because someone said so… It might work on your nerves (I know), you will, however, thank me later! Why do I ask so many questions?
The answer is simple, with more information comes informed decision-making.
Whether an athlete plans to run a marathon or a 100m race, one thing remains the same. The planning, preparation and training take up way more time than the actual event. Similarly, we should remember that a lot more goes on before we get to the actual execution of the tasks at hand.
A lot of the time I find clients want to skimp on this part. Make sure as a VA that you help them understand the value of first gaining insight into their business and current structures and procedures while gathering all the information you need to start planning the next step.
Plan…plan…plan
“Failing to plan, is planning to fail.”
This step can’t be stressed enough! Plan your day, plan your week, plan your month! Yes, anything or everything might change, depending on the type of industry. But…without planning, you will not have realistic goals, this will limit your feeling of achievement as a VA and will give the client a false impression that you’re not making the progress they had in mind. It may also lead them to inevitably believe that a virtual assistant is not a valuable contribution to their business. Planning means goals and goals means you can measure results. Let the results speak for you.
Your client may not understand your need for planning, so I suggest you ease them into it. Start with something simple like an email or message (using whichever means of communication your client prefers) every day at the start of your session with the client to just let them know 2-3 things you will be focusing on for the day (it obviously depends on the complexity of the tasks or projects). Also, give them an estimate of the time it will take you to accomplish your goal. At the end of the day give short, to the point feedback.
Communicate…communicate…communicate
Vital to every successful business relationship is communication. So why do we often tend to neglect such an extremely important tool for success in the hustle and bustle of our day?
If you find yourself explaining or re-explaining yourself or a task or project’s progress to your client more often than not, it definitely demonstrates a communication gap. This means your client feels their expectations aren’t met, and you might end up feeling the client doesn’t value your service.
The key here is effective communication. Make sure your client understands the process and time each task or project might take and if you run into any delays, which often happens, communicate this with your clients, so they get an understanding of what it takes to get the job done, right- the first time.
It’s not rocket science
Only rocket science is rocket science. You’ll find your groove before you know it. We just need to remember that we all started as newbies in the industry some time, so, a little patience and coaching will go a long way towards building a lasting business relationship.
by Karen Wessels | Dec 26, 2019 | Entrepreneur, Virtual Assistant
We all experience emotions from an early age. As adults attempting to navigate the often chaotic world of modern life, the range of emotions we experience in a day can change dramatically.
Our ability to feel and respond to our emotions is often taken for granted. We rarely stop to think and pay close attention to what we’re feeling. We do not consider the impact it has on our mental state, or the long-term implications that holding onto emotions has, that might be harmful to us.
Until you become fully aware of your inner experiences, emotions will rule. Emotions are highly conditioned, meaning that they are automatic reactions that arise in you in response to things that happen. A memory comes to mind? You don’t need to make yourself feel sad, you just do, and your whole day may be affected.
Feelings begin with either internal or external events and follow a cycle which eventually leads to an action urge. By understanding the feelings model below, you will be able to apply mindfulness to cope with emotions as they arise in response to events.
- Event
- Interpretation
- Feeling
- Action Urge
- Action Results
Identifying & naming emotions
An important part of emotional regulation is the skill of identifying and naming your emotions. This helps you to access a wise mind by quieting your body and mind to prevent being caught up in an emotional mind.
7 Primary Emotions
- Anger
- Sadness
- Happiness
- Fear
- Disgust
- Guilt/Shame
- Interest/Surprise
Your other emotions either fall under one of these broad categories or are made up of a combination of the above. Sometimes we experience secondary emotions, these are an emotional reaction to a primary emotion. The key here is to figure out what the root or primary emotion is so that you can take action.
Emotions are neither good nor bad, right or wrong
Feelings just ARE. You do not choose to feel what you feel.
Emotions do not last forever
What you are feeling at any given moment will eventually lift and another emotion will take its place.
Feeling and emotions versus acting
There’s a difference between having an emotion and acting on an emotion.
When a strong emotion is experienced, you do not have to act on the feeling
All you need to be able to do is recognise/name the emotion and feel it.
Emotions are not facts
Emotions can be very powerful and the person experiencing it may feel that it’s undeniably true, but emotions remain subjective.
You cannot get rid of emotions
Emotions can only be felt and thought about. You must be willing to radically accept your emotions as they arise, without judgement, and finding appropriate ways of handling these feeling without turning to impulsive behaviour.
Emotions are the best way to tell you what you are thinking
If you are feeling sad, anxious or angry, you are thinking sad, anxious or angry thoughts.
Conclusion
When emotions arise, it may be helpful to see the emotion as a wave coming and going.
by Karen Wessels | Dec 23, 2019 | Entrepreneur, Virtual Assistant
Imagine a house filled with friends and family. Filled with love and laughter. A fridge full of food and a big Christmas tree and under it a whole lot of beautifully wrapped presents.
That sounds wonderful right?
Well the reality is that there is a house filled with people, some family, some not, who have fallen on hard times and life has given them a bit of a beating.
The fridge is lean and so are the cupboards, but the upside is that they have a place to sleep and call “home” for a while. Or at least until life decides they have had their run of bad times and are ready to be rewarded and start over again.
Another plus is that the children in this house will have some gift to look forward to on Christmas day because the angels that are in charge of this house have made sure that there is some joy this festive season.
This house is called The Angel House and it is run by The Table View Angels.
Who are the Angels
The Table View Angels are an NPO who have been involved in my community for many years. They have recently (after a lot of blood, sweat and tears) opened the first safe house in the area. This house allows families and individuals who have found themselves in a downward spiral to have a safe haven, a space to come up for air and to start focusing on starting a fresh.
The Angels believe in a hand up instead of a hand out and provide many services to those who are needing it, from food for a month just so the single mom can get back on her feet, through to a job portal WhatsApp group. Through this group many have found their new jobs which have led to their new lives – best of all – some of these once helpless and hopeless people have come and pledged their support to the Angels by helping with fundraisers, donating money themselves or just packing the weekly food parcels.
So how have I assisted the Angels?
So you may wonder, “Have you actually done anything to help this amazing organization?” Well yes I have – and this Christmas I intend to give even more.
I am by no means a very wealthy person however I know, just like many of us, I have things that truly are just taking up space and can be put to better use by people who need it.
This is why, in the past month after moving, I donated 7 black bags filled with clothing (men’s, ladies and kids), and specifically to the Angel House where I know there are many families. I also donated some furniture.
For Christmas I am clearing out toys, and getting my eldest son, who is 6, involved and will get him to help me deliver them to the house too. This for me is important as it teaches him to be grateful for what he has, to give without conditions and to help put a smile on another kid’s face (which I know will put a smile on his).
As I too have had hardships in life and being helped by others, I will continue to try and assist and give to The Table View Angels as well as various other organisations within the area – because it only takes one small change to have a big impact on someone else’s life.
Lastly – my motto is to give without expecting to receive. This will send positive vibrations to the moon and back and before you know it – you too will be blessed.
Happy Holidays and Happy Giving With Love!
by WP-Dev | Dec 19, 2019 | Entrepreneur, Virtual Assistant
The countdown has begun…
Tis the season to be jolly tralala lala la… its ok you can go ahead and hum that carol along with me, with only 6 days left until Christmas. The stores are all decked out with Christmas décor – it is official!
Like with any major festive event you have those individuals who get super excited to celebrate the season and have already done or prepped for their Christmas Shopping, have their Christmas décor out and are ready to immaculately decorate their home, they have carols playing in their cars and home and are utterly joyful leading up to the festive season. Then you get those individuals that are less phased by the twinkling lights and festivities and end up quickly putting up a small Christmas tree a couple of days before Christmas as a result of some peer pressure. Irrespective of which side of the spectrum you’re on, one can’t help but admit that Christmas is a special time. Christmas for me and my family has always been special not so much because of the ideas of getting gifts and going on holiday but because of the traditions that have been passed down, from a cultural and family perspective.
Going back to my Childhood
For many Portuguese families, Christmas eve is the Highlight of Christmas. Many of us being Catholic going to church for Midnight mass is almost an unspoken rule. I personally have had bittersweet feelings about this tradition. I have had moments where I highly disliked this tradition especially in the moments when I was struggling to stay awake during the long Portuguese celebrated masses that just went onnnnn and onnnn in my young adult life. But this tradition has also been the cornerstone of some of my fondest childhood memories.
Because my parents both work such long hours in the shop, early Christmas eve would be when our Christmas tree would come out, my mom would get home and start making a hearty chicken soup for us to eat before we left for church while my dad and older brother would sit with me and help decorate the Christmas tree, then we would bath and put our Sunday’s finest on, have supper as a family which was often not possible and rush off to church because in-between that someone had fallen asleep and we ended up running late. The Church would have this beautiful nativity made up that would have a baby Jesus displayed only from the start of mass that always fascinated me – an external representation of the true spiritual meaning of Christmas. After mass family friends would gather and exchange greetings and we would end up going to someone’s house to have us kids open our presents and play until early hours of the morning.
A few hours later we would gather at someone’s house for a chaotic lunch and the moms would be cooking up a storm of a meal they have been prepping for weeks and exchanging stories, the dads would be playing cards, getting into heated debates about who actually won and telling their jokes and stories from Madeira while munching on Portuguese delicacies they had driven to Rio Douro (which is a madhouse over Christmas) to go buy and us kids would be playing and being carefree, enjoying the sweet smell of the cakes mom had made that morning lingering in the air – just joy all round, set in motion by Christmas Midnight Mass.
Christmas 2019
Over the years it’s been hard to keep some of these traditions, life changes, people through different life phases, families can’t always be together due to distance or obligations with new family members, etc. This year, I felt a strong need to bring back some of those traditions since it will be my first Christmas as a mom. I want my son to start experiencing the special, beautiful chaos that is a Portuguese Christmas, so I have said to our family members the gift we want this year is the gift of their time – the greatest gift you can really give and so Christmas Lunch will be at our house this year.
I am so excited to go to Midnight Mass and start the Christmas celebrations with a age old religious tradition that means so much me, to cook up a storm for my family, although I have handed over the baking duties to the talented ladies around me (I would not want to punish anyone with my baking – that would defeat the purpose.) to having mom and mom in law spoil my son with attention and have my sister in law help in the Kitchen, to have hubby run around pouring drinks for everyone and asking me for stuff while my mom loudly tells my dad to go help him and to have my little niece want to play with Coco (our dog) causing her to run all over the house in loud excitement,while my brother tries to catch her, to sending my brother in law to the shops to get something I forgot for a dish, in a mix of Portuguese and English all while wondering aloud where is Jose – he is late! And finally, to have everyone come together over a meal and share memories, stories and laughter. Sjoe that was a mouthful, but that is the beautiful chaos of Christmas in our Portuguese Household.
by VA Connect | Dec 17, 2019 | Entrepreneur, Virtual Assistant
“Just Google it” – a phrase most of us use multiple times in a day, maybe even utter to ourselves when going through the many thoughts we have in one day. In need of a red top, “just Google it”, looking for the chocolate covered pretzels, “just Google it”, in need of some new Christmas decorations, ‘just Google it”.
Nowadays anything you can think of can be found online. Even everyday needs can be found online, groceries, medication, clothing, gifts (last minute gifts – thank goodness for same day delivery), and we even have the help of social media. Online shopping is great all year round, but it is especially helpful during the Christmas period. There is nothing worse than having to visit a store – any store – on 23 or 24 December. So what do we do to ensure we are not one of the many flocking to the stores to find that last minute gift or Christmas stocking filler? You shop, and you do it all online.
I think this especially came apparent once my little girl came along, during the first three months I never wanted to leave the house, not even for a bottle of milk. So I did what every new mom does, I asked other moms how they do it, and the answers were amazing and oh so helpful. So here it is my top 10 online sites for all your shopping needs – and not only during the festive season
Zulzi
Zulzi is an app you can download onto your smartphone. Zulzi allows one to order form Woolworths, Pick n pay, Pick n Pay liquor, Dischem, and Clicks. Now the most amazing thing about this app is you can shop at all 5 stores, at the same time and someone goes and does all your shopping for you and off course delivers to the set delivery address. You can get all you may need with one app and if early enough you can have same day delivery – worse case first thing the next morning.
Woolworths and Pick n Pay online
Now I group these two together because as a mom, you know that a shopping trip always involves a trip into both of them. Now the only catch here is both online stores require a 2 to 3-day lead time, which doesn’t always work but should you be eyeing out a new pair of shoes from Woolies, a 2 to 3-day lead time is no problem.
Zando
There was a time in my life that my husband on numerous occasions thought that I was keeping Zando in business. But I must admit they make shopping so easy and cover everything one may be looking for – shoes, dresses, make-up, bedroom, kitchen, etc. you name it and they will have it. I especially find them helpful when looking for gifts for birthdays, Mother’s Day, Father’s Day and even Valentine’s day, and of course some new outfits for the December holidays.
One Day Only
I’m sure I am not the only one who religiously clicks on their morning emails and scrolls through the deals of the day. Their daily deals range from kiddies, to dads, to husbands, to bosses, and more importantly for yourself. My girlfriends are always keeping an eye on any new holster specials that pop up now again, that we can all take advantage of.
One Deal a Day
So this one is kind of like One Day Only but focuses on one deal only every day. Should you come across an offer you like, definitely take advantage of it as these items go quickly.
Take A Lot
I must say this is probably the site I use the most because of its vast selection of electronics, clothing, furniture, kitchen, home, i.e. everything you may need in one place – especially on Black Friday.
Cotton On and Typo
Name the occasion, and you can find a gift. The ability to change from Cotton On to Typo also helps – meaning you can satisfy the fashionista and stationery hoarder in one go. Especially now in the festive season, they have great deals. One of the many perks is also the ability to buy for the whole family, no matter what age, gender or size.
Superbalist (the old Spree)
Very similar to Zando. The love is what I cannot find on Zando I can find on Superballist and what I cannot find on Superbalist, I can find on Zando. It is great to have options, and I love that both sites also now have a baby and kids’ range.
SA Go to Girls
I stumbled upon SA Go To Girls on Facebook and I absolutely love everything these ladies do. They are able to make and personalise almost any item you are looking for and especially have the most amazing goodies for Christmas. From home decorations, Christmas pajamas, personalized stamps, Christmas Eve kiddies’ boxes and even their new Christmas Eve mom and dad boxes. You will not be sorry getting in touch with these ladies – follow their page on Facebook.
co.za
If you are looking for something that is a little unusual and cannot be found everywhere, then this is your store. They have great variety and allows you to get something personal for those very close to you and then something for those that you may not know as well – also known as Secret Santa, where you don’t know who may end up with your gift.
Now one must also not forget Netflorist, Mr Price, Clicks Online, Silvery (amazing jewelry), Nics Novelties SA, to name a few others.
A personal tip is to keep an eye on these sites during the year and grab a deal when you see them. These are great for stocking fillers or that one family member who decided at the last minute to join Christmas lunch. I hope some of these sites help you get in the last-minute shopping and some great deals before the mad rush.
by VA Connect | Dec 12, 2019 | Entrepreneur, Virtual Assistant
They say hard work pays off and I thought about what I need that can make the “pay off” so much sweeter. As VA I realised I need a gift registry to make my life easier, and why not for Christmas. Family and Friends, please look up and take notes!
As the holidays are getting closer, I think a bit of spoiling is always a nice way to show appreciation towards the people that are working for you. Not that Christmas is a time for presents, but rather spending a relaxing time with family and friends. Show love and appreciation and remember to take care of yourself and others. And as VA, I will still log in and make sure my clients are taking care of, because during the year they showed appreciation with kind words and emails.
They say hard work pays off and I thought about what I need that can make the “pay off” so much sweeter. As VA I realised, I need a gift registry to make my life easier, and why not for Christmas. Family and Friend, please look up and take notes!
Everyday technology to make our life easier
Apple’s list is endless, but here are a few items I would love to have. You can shop online if the rush of Christmas is too much for your nerves (I prefer this option). Click here for online shopping
- The Apple watch: You can walk, be in a shop, in the car, even at home and never miss a call or text. We know VA’s need to be ready and available all the time.
- The Laptop MacBook: With this compact and beautiful design you will look and feel professional and your work can travel with you anywhere.
- With the Logitech 1080P desktop camera, you can speak face to face with your client and for group online meetings, no more wondering how your clients look. Just remember, you should always look your best, test the camera and view yourself before login 🙂
- The Blue Vet microphone for that host of podcasts so that you can make clear recordings.
My choice for the Virtual Assistant’s time to relax
As I struggle to switch off, the following 2 ways still make me take a back seat and relax:
- Kindle for those VA’s that loves reading and the choice in books they can get right there.
- Airpods: And when you feel overwhelmed and exhausted, put on your airpods, listen to binaural beats and iTunes, and let Apple swift you away to dreamland.
For office gift ideas
- Please buy me a good office chair for comfortable work.
- Desk with enough space to work on and enough file space for filing.
- Foot stool for those long hours just for comfort.
- Lamp that has enough light.
- Massive dry erase board if you’re the one that likes to keep an eye on your work.
- Coffee mug warmer, for those long hours VA’s spend in front of computer or desk and sometimes get up only for a little while.
Business gifts
Investing in your Virtual Assistant and their business is sometimes the best investment you can make, so by encouraging them you can give them the next jump in your business.
Extra paid vacation
VA’s do need time and that always helps to stimulate them for the next workload and show them your trust in them.
And then just for something to consider even if it is not for a Virtual Assistant
For the ladies:
- Shopping gift cards because some ladies do like to shop.
- Massage gift card, for a relaxing time of no thinking.
- Fitbit, so that your VA knows you care about their wellbeing and health.
- Hair gift card, ladies like looking and feeling good and it gives us a boost.
For the men
- A fishing trip, depends on how well you know your VA.
- Sport tickets, so that they can entertain themselves.
- Shopping gift card, men like looking neat in an outfit.
- Airbnb gift card, so he can take a break for a weekend.
- Nice watch, men like looking sleek.
- Some other gifts can be found here
As the holidays are getting closer, I think a bit of spoiling is always a nice way to show appreciation towards the people that are working for you. Not that Christmas is a time for presents, but rather spending a relaxing time with family and friends. Show love and appreciation and remember to take care of yourself and others. And as VA, I will still log in and make sure my clients are taking care of, because during the year they showed appreciation with kind words and emails.
