Staying Focused

Posted on May 28, 2011 by Donna Harris

“It’s amazing what you can do when you actually work.” ~ Dagny Taggart (Atlas Shrugged, Part 1, movie)

 

It’s also remarkably easy to get caught up reading blogs, cruising Facebook, Twittering, and not really getting anything done.  I’ve been focusing on getting my work done during my work time. And I’m finding that I can do a lot more than I’ve thought I could do.

I’ve added wonderful new business contacts, just by being out making friends.

I’ve added a new client without intending to.

I’ve been able to improve quality control for a client.

So decide what you need to do, and then use laser focus to get yourself there!

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Taking Time to Plan

Posted on May 16, 2011 by Donna Harris

 `Would you tell me, please, which way I ought to go from here?’
`That depends a good deal on where you want to get to,’ said the Cat.
`I don’t much care where–’ said Alice.
`Then it doesn’t matter which way you go,’ said the Cat.  – “Alice in Wonderland,” Lewis Carroll

I’m spending the day planning.  Defining what I want from my business, where I want to go, and how to get from here to there.  It’s so easy to just flow from one day to the next without defining what you’re trying to accomplish.  Without a plan, you end up like a hamster on a while, running and running – and getting nowhere. 

I’m using the sticky note business plan method, since I’m not writing this to obtain funding, but to define my goals.  I like it because it’s so well suited to the way I think.  I can download a lot of information, and by using sticky notes, I can arrange and re-arrange my ideas as needed.  I can also take down the stickies as I reach each goal. 

I’m also blocking out my time.  My family is about to be very surprised when I block out times to do my work, and refuse to be moved from that by anything less than a dire emergency.  It’s so easy for me to become distracted….I need careful scheduling to make sure I’m using my time properly. 

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What does a Virtual Assistant Do? Marketing!

Posted on March 24, 2011 by Donna Harris

Oh, marketing.  One of the most time-consuming parts of business ownership!  Are you ready to outsource it to a virtual assistant?

Marketing tasks we can handle include designing and arranging for the printing of brochures, delivery to pre-arranged locations, and (the big one) social media marketing.  Blogging, Facebooking, Twittering, article marketing.

We can keep your website content fresh, by updating your site on a regular basis.

SEO!  One of our partners is SEO Vitals.  We can work with them and help you bring your website to the top of the search engines – organically!  What a wonderful place for a business to be.  Our methods are much less expensive – and much more effective – than just buying a top spot.


Get a VA to handle some of the routine marketing tasks, and free up more of your time to work on your business.

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What does a VA do? Handling the Mail

Posted on March 24, 2011 by Donna Harris

I get this question a lot.  A VA is, basically, your “office manager in a box.”  Or executive assistant in a box.  She will take care of all those things your office manager or executive assistant would handle, except — you don’t necessarily work on site with her.  She works from her own office, often in her own home.

I have handled mail for a number of clients.  Rather to my surprise, it’s been one of my more popular services for my local clients.  It works like this.

The client arranges to have their mail delivered either to my address or to a UPS Store in my area.  Either way, someone’s always there and there’s a locked mailbox.  I pick up the mail on a regular basis (agreed on by me and the client), take it to the office and open it.

Mail usually comes in three forms.  Junk mail, mail that is routine, and mail that the client needs to give personal attention to.  Junk mail goes in the shredder.  Routine mail is routed where it needs to go – bills to the accountant for payment (I have also paid bills on behalf of clients), and any mail I can answer is answered promptly by me, either with a phone call or return mail.

Mail that must be handled by the client (personal letters, packages) are either scanned and emailed to the client, or delivered to their front door at a prearranged time.  A few clients have either provided me with a key to their home or the garage code, or we’d have set meeting times and I would meet with them briefly at those times to pick up work, drop off mail, and discuss what further needs they had. 

Clients who have used the mail-handling option successfully have been local to either me or my staff (usually here in the Metropolitan Salt Lake Area – Salt Lake, Weber, Davis, and Utah counties).  It has worked successfully for out of area clients as well, with some restrictions.

To find out if you’d be a good fit to get your mail woes handled, give us a call.  We’re a lot more effective than letting the mail take over your business and your life.

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Posted in business, clerical, organization, time management | Leave a comment

The Nightmare of Commingled Funds

Posted on March 19, 2011 by Donna Harris

I just got done working with a client whose funds are hopelessly commingled.  Her personal bills are paid from a business account. She uses personal credit cards for business purchases.  Her business bills are sometimes paid from a personal account, depending on which one has money in it.

What’s wrong with that?

Well, everything.

When you use your business as your personal ATM, you pierce the corporate veil that separates your personal assets from your business assets.  Which means that in the event of an audit or lawsuit, all the protection you thought you put in place, doesn’t exist.  It means that if your business is audited or sued, your home is NOT protected.  Your personal cars are fair game.  And that fund you set up for the kids education?  They can get that too.

Why bother to set up an LLC or a corporation if you’re not going to treat the business entity as separate from yourself?  You set that up to protect yourself. 

To keep funds from being commingled, all you have to do is get a business credit card, set up your business bank account (separate from your personal accounts!) and use those to pay business bills.  Then, when you need to draw money, you pay yourself -  from the business account, to the personal account – just as you would pay any other person who worked for that business.  If you need more personal money, you can take another draw.  But don’t just use your business accounts for personal needs!

Keeping personal and business separated will help your bookkeeper keep your accounts straight, make things much easier at tax time, help you know better how your business is growing, and keep from piercing the corporate veil.  I really don’t understand why so many people commingle when it’s really not difficult to keep things separated.

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Posted in bookkeeping, corporate veil | 2 Comments

What Is A VA?

Posted on March 18, 2011 by Donna Harris

I’m always surprised at the people who’ve never heard of a virtual assistant, and have no idea what they do or how to work with one. 

A “virtual” assistant is a personal and/or office assistant who works remotely rather than in the physical office location of the client. They are most often female (but not always) and have experience in office management and/or executive assistance.  The reason they are called “virtual” is because they interact with their clients using chat, email, fax, phone, etc and work from a remote location.  In other words, they’re “virtual” because they’re working through the computer as a virtual presence.

I work out of my home, although sometimes I do like to go to Starbucks for a change of scenery. 

My personal experience is in bookkeeping, office management, executive assisting, and credit/collections management. I have been working for pay since I was 12, and first learned bookkeeping and customer relations from my grandmother when I was 14. 

I have a habit of working myself out of jobs, because once I get a handle on things, I tend to work very quickly and accurately, and am able to complete a 40 hour per week job in half the time.  Why waste time messing around when I can do things quickly, efficiently, and get great results?

Over the next few posts, I’ll explore some of the things I’ve done, both as a VA and as a business owner, that can help you grow and improve your business. Being a VA and hiring VAs have been two of the best things I’ve ever done!

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Posted in administrative assistant, bookkeeping, customer service, jobs, virtual assistance, virtual staffing, work at home | Leave a comment

Blogging to Success (Do You Have Time?)

Posted on March 16, 2011 by Donna Harris

I am currently working with a challenge to write a blog post every day.  I’m often surprised at how time consuming it can be!  I have to come up with a subject, I usually just write my thoughts on it, and then look up the links, make sure everything is spelled correctly, and get it posted.

The writing alone takes some time. 

Consider outsourcing some of your blogging to a VA.  Per hour or per article – you can get content on your site and have time for other things as well. 

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Posted in social media, website, writing | Leave a comment

Do It Yourself is for Dummies

Posted on March 14, 2011 by Donna Harris
I love those “For Dummies” books.  They do such a great job of breaking things down into smaller, understandable chunks.
However, I have to say this. 
Doing it yourself is for dummies.
Now, I live in the heart of DIY territory.  “Self Sufficiency” is an article of faith around here.  The problem is, it’s complete and utter nonsense.  You just can’t do it all, and you certainly can’t do it all yourself.
“Those are strong words, Donna.  Why would you say that?”
Because we live in a world of specialization.  If you are a doctor, you have no business pouring concrete.  That’s not what you’re good at.  It takes time and effort away from those things that you excel at.  And, no matter how good of a doctor you may be, you’re not going to end up with a nice concrete job if you do it yourself.  You’ll lose money and precious time with your family on top of that.
However, if you are in Utah, I can give you the names of several concrete masons who will do a wonderful job.  That’s what they do, they do it very well, and they take pride in their work.
As a VA and a bookkeeper, I see this all the time.  Business owners who think they can and should do everything that’s necessary for their business.  They end up with incorrect books, no time for their families, and no way to focus on what makes them money.  Then they end up frustrated that their business isn’t growing they way they want.
How completely unnecessary!  And a natural consequence of trying to do it all.  You just can’t do it all by yourself.  That’s why busy executives hire assistants. 
And that’s why the staff of Busy Bee Virtual Assistance is available to help you.  We can be your assistants, help you get all that stuff done, and help you take back your life.  We’re very good at what we do – and we can help you be more effective at what you do.
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Posted in delegation, outsourcing, virtual staffing, wealth | Leave a comment

How To Achieve Financial Peace – It’s Easier than You Think

Posted on March 12, 2011 by Donna Harris

Like most people I know, I struggle with money.  There’s never quite enough.  If there is, the surplus often slips through my fingers.  (Only my money.  Other people’s money is quite safe with me.  It’s the whole integrity thing.)

However, I’ve found the secret to financial peace.  Are you ready?

Pay yourself first.

I have begun, over the past year or so, transferring 10% of my checks to a savings account.  The funds add up quickly. 

My goal is to keep $1000 on hand for those “just in case” moments.  Just in case I don’t get paid on time and still need to pay the rent.  Just in case the car breaks down.  Life does happen. 

$1000, to me, is a huge amount of money.  (And I’ve had a few “just in case” moments that have left me very thankful for having an extra stash.  What a comfort!)  Once I get that money in savings, then the next goal is to save up enough for new living room furniture.  But with a plan in hand – only 10%! – I’ll be able to achieve everything I want.

The first step to financial peace is simply to pay yourself first.  I dare you to try it!

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Posted in economy, financial peace, profit, tax planning | Leave a comment

Persistence

Posted on March 10, 2011 by Donna Harris
One of the most important traits for a business owner is persistence.  I don’t mean keeping on when it’s clear things are done – it’s about not giving up too soon.
In one of my business books (and I read so many books, I don’t remember which one), the story is told of some miners who staked out a claim and worked it for a year.  All the signs pointed to a rich deposit.  They had engineers out helping them find the veins.  They found gold, but not the motherlode they were looking for.  They finally gave up, and sold their claim.  The new claimant got an engineer out there, and they struck gold.  Struck it rich.  Found the motherlode. Where did the gold begin?  THREE FEET from where the original owners gave up.   
All too often, we give up just a few feet from gold.  Riches are all around us! 
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