Eight Ways a Virtual Assistant can help you this Christmas

Sunday 11th October 2009

It's been a long year.  One full of late nights, hard work and lost weekends.  For your sanity you have decided to take a break this festive season. 

But are you going to take a real holiday?  One with no emails, phone calls or meetings?  To make it through yet another joyous year of being a small business owner, it is important you detach yourself and be able to lie on the beach without your laptop, even for just a few days.

This is where a virtual assistant can help save the day! While you sip on cocktails at the pool bar your trusty assistant can be working for you assuring your business doesn't skip a beat.

1. Update your social media networks - Twitter, Facebook and all the other wonderful web 2.0 portals out there don't rest over Christmas, so a virtual assistant can help you stay in touch with your social community.

2. Process orders - hopefully while you are sleeping in, orders are still coming in to help pay off the credit card.  A good virtual assistant can learn your order management systems and procedures and continue the process streamlessly while you are away.

3. Customer Service- whether it be answering your phone or following up on email queries, a virtual assistant can ensure that your customers are well looked after throughout the holiday season.  

4. General administration - anything and everything including mail redirection, phone diversion, email management, setting up templates, sprucing up your presentations plus all those jobs you kept putting off all year.

5. Research - Start the New Year off in the right direction, with some updated market research or competitor analysis.   Renew your focus and get started on the right track with the latest information about your product, competitors and consumers.

6. Database Management - If sending out your Christmas card list this year was a nightmare, a virtual assistant can help you updated your databases.

7. Publicity - As things are slowing down in the government and corporate world throughout December and January, this is a great time to pitch stories to media as content can be hard to come by.  A virtual assistant skilled in public relations will be able to help you find the right media hooks, prepare press releases and distribute to media.
8. Book your Easter Getaway! Now you have seen the benefits of working with a virtual assistant you can take a holiday more often!

So have you booked your Christmas holiday yet?

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Why Blogging is good for small business

I didnt realise the true benefits of Blogging until I started doing it. Yeah everyone was raving about it, but I used to think that those people had way too much time on their hands with lots of things to say about the world.

These days I believe it should be a critical part of your communication and online strategy. Starting out as a virtual assistant, I was looking for cost effective ways to market my business and blogging was a big part of that initial strategy. My blog has lead directly to securing ongoing and profitable clients for my business.

For me a good blog is well written, informative, personalised, current and most importantly, not the hard sell.

Cameron Strachan from Cameron's Golf Blog has been successfully writing a blog for nearly three years now.

"Blogs are great for credibility - almost like having a book. But you need to write great content. You really can't hold anything back - and people will. I've had people telling me (and I've listened to them) that I gave too much away - but it's the best thing to do. Write with passion and tell lots of stories but most of all help people with a need or problem. No fluff and none of the my cat died type of stuff" he recommends.

Benefits to your business for blogging can include:

Increases traffic and attracts new visitors to your website

Blogs certainly give new reasons for people to visit your website. Providing informative and fresh content regularly will conitnually attract people to your site. Posting your blog links in your social media networks is a good way to start getting your blog out there.

Helps to demonstrate that you are an expert in your field

Blogs are a great way to show people you do know what you are talking about.

Allows you to explain your products and services in more detail

You can communicate a lot more information about what your business can offer in a blog than a 15 sec radio commercial or ad in your local paper. Plus it's a lot more cost effective - just your time.

Helps you differentiate yourself from competitors

Blogging about your unique selling points can go along way to making you stand out from your competitors.

Provides a forum to voice your opinion on current affairs affecting your industry

This again is a great way to demonstrate you are an expert in your field and lets customers know you are up to date with the latest news affecting your business.

Can help increase your website ranking in search engines

Blogging while incorporating your key words will help you with your search engine presence and may just be the thing to help you to get to Page 1 of Google.

Generate income through advertising on your blog

If your blog becomes popular, placing advertising on your site will form a new stream of income for your business.

Builds networks and interactivity

Blogs allows you to interactive with your modern day customer as well as build referral networks which are all good for your buiness.

So now you understand the importance of a blog but don’t have the time to write it? Hire a virtual assistant to help you spend less time on administration tasks and more time selling your business through regular blog updates. A good virtual assistant will also help you promote and maintain your blog with the latest features and techniques.

See previous mi virtual pa blogs

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The 5 Mistakes of Buying A Business - The Mardent Group

Wednesday 2 September


Interesting article from one of my clients The Mardent Group. 


With a number of employees being made redundant, there is an increase in people looking to ‘buy a job’. For many, it’s the first they have contemplated this and there are some common mistakes made during this process.


Regrettably, there is very little information available from objective sources on what to do, how to do it, and what the costs are. The Mardent Group explains 5 of the common mistakes people make when buying a business:


1. Getting the Price Wrong - there are various valuation techniques used to establish the price of a small business. The most common term discussed is a ‘multiple’, that is the price of the business is a ‘multiple of its profit’.


For example, the price is set at a 3 times multiple, means that if the business is making a profit of $300,000, then the price is $900,000.


Buyers need to investigate and understand why particular businesses attract certain multiples. Why is a retail shop priced at a 1 times multiple while a manufacturing operation might be at 4 times?


Before accepting (or rejecting) the price of a business, investigate where its revenues come from and how is it managed or operated, how long has it been in existence and does it have a loyal customer base or contracted income. Each of these items will determine the valuation of the business.


Don’t assume that because one business is asking for more than others in the same industry that ‘they are wanting too much’, the business might be a much better operation than its competitors.


2. Using Accountants and Lawyers Too Early - this mistake can cost thousands before a business is even under contract. Do as much analysis and investigation of the business prior to taking anything to your Accountant and Lawyer.


With a bit of time and effort a lot of investigation can occur before jumping on the $350 per hour train. This is especially the case in contract preparation. Prior to a contract being prepared, why not have a simple Heads of Agreement that outlines the main points of the deal being proposed. If the buyer and seller can agree on the main points, the details can be sorted out later.


This way the business can be secured and investigated without the cost of lawyers arguing over specific clauses for weeks. (This arguing recently cost one of our new clients over $30,000 in fees and the purchase didn’t go ahead. If only he had spoken to us first.)


3. Paying 100% Upfront - every seller would love 100 per cent of the sale price in cash. As a buyer and also from a banking perspective this presents a risk. There are many stories of businesses being ‘dumped’ and then purchasers finding out undisclosed details later on that affect the value of the business. Why not try to offer a good percentage upfront with some of the purchase price paid out of profits over a longer term of up to 5 years. A vendor that accepts this deal shows that they believe in their business and its on-going viability.


4. Not Having a Formal Stock-take - after the long negotiations, due diligence, lawyers and accounting fees, stock-taking can be an arduous task. For some industries such as newsagencies, having an external Stock-taker complete this prior to settlement is the norm. For many though, the vendor and the purchaser will often agree that ‘the number in the computer system is right’.


Nothing could be further from the truth. Stock figures are consistently manipulated, incorrectly entered and manually adjusted at tax time to suit the business owner.


An external professional stock-take could save you thousands of dollars. We often hear of owners paying $200,000 at settlement for stock and realising a month later that they are only carrying $130,000. For the sake of a few thousand dollars in fees, they just lost $70K.


5. Not Meeting Major Customers and Suppliers – buyers may think they don’t have the right to meet with the major suppliers and or customers of a business. In fact some vendors will tell them there is no way this will happen until the contract is unconditional. But what if you find out later, that the largest customer is about to leave (this happened to a business buyer we know – it halved their profit) or that the business suppliers will not offer the same good credit terms to a new owner.


Good transition management from both sides will ensure that every relationship is managed with care and that potential new owners are introduced to key suppliers and customers. How would you feel as a large customer of a business, if the first you knew about a new owner was a when you visited, and the previous owner wasn’t there anymore. (Kind of sounds like the letters you get about your new bank manager doesn’t it?”)


Without proper management, the new owners are put at risk of cash shortfalls due to a lack of credit terms, and customers that may start to look elsewhere because no one cared enough to tell them the business was being sold.


And by the way, it IS their business to know, they ARE the business.






Todd O’Neill.
Todd’s career in banking and finance spans 20 years and several countries. After starting with one of Australia’s big four banks, Todd headed over to the UK and Europe where he gained valuable experience with high profile companies Accenture and The Industrial Bank of Japan. Todd returned to Australia and started his own finance broking company. He holds a Masters in International Business.


The Mardent Group are lead advisors and business finance brokers to the private company market-place. Their one-day workshops for business buyers, “How To Buy and Finance A Business” are being held in Brisbane, Sydney and Melbourne throughout September, October and November. For more information visit http://www.themardentgroup.com./


View previous mi virtual pa blog posts

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Things to consider when planning 'Stunts'

Monday 31 August 2009


Having worked in radio promotions and marketing for 6 years you can only imagine the amount of stunts I have organised.


Stunts, if planned and organised correctly, are a great way to generate free publicity for your business. Just think of all free publicity Richard Branson has gotten over the years.


For a stunt to be successful there are a number of important factors to consider:


*Be creative and think visual - media love a good picture or audio
*Make sure you have the correct insurance, permits and legals done
*Think of signage opportunities and logo placement
*Use Web 2.0 to promote your stunt - video updates, blog entries, twit your pictures etc
*Allow yourself enough time to promote it properly
*Try and plan stunts around special events or occasions eg Valentines Day, Fathers Day. Media are always looking for new angles to cover such events.
*Use locations that already have a built in crowd factor
*If you have a marketing budget, consider planning your other marketing activities around the stunt
*Consider using a PR professional or virtual assistant that has experience organising this type of publicity, as a stunt-gone-bad can have a lasting negative impact on your business image.
*Stuck on ideas for your stunt, consider breaking a world record.


So grab some friends, a glass of wine and get creating that next great stunt.


View previous mi virtual pa blogs

55 Twitter update ideas for small business

Monday 24 August




Ok so as a small business, you get the need to be on Twitter. But just getting onto Twitter isn't enough to help you connect with your customers, and build relationships with the wider community.


Providing regular and informative Twitter updates is the key. Remember it is about building relationships and not directly selling your products or services (well most of the time).


So here are some ideas for Twitter updates that can help you connect with and attract more followers.


1. Announcement of sales, specials and discounts
2. Welcome a new staff member
3. Promote a new product line
4. Recruit members for a focus research group
5. Run competitions and giveaways
6. Recruit new staff by listing job vacancies
7. Post industry articles that support your products or services
8. Promote happy hours for online stores
9. Retweet your supplier messages
10. Welcome new clients
11. Promote your next event
12. Get customer feedback
13. Welcome new suppliers
14. Comment on current affairs in relation to your industry
15. Share useful websites for your business
16. Link to your new blog posts (yes its time to get a blog as well)
17. Broadcast updates made to your website
18. Lessons learnt from business that day
19. Promote your other social media networks eg. Facebook, LinkedIn
20. Conduct customer surveys
21. Notify customers to changes in upcoming events
22. Showcase your new TV, radio or print ads
23. Tell your customers about great service you have received from another small business
24. Get feedback on any new systems, software or equipment you plan to purchase
25. Search for new suppliers and contractors
26. Notify customers of product recalls
27. Promote associations and organisations your business belongs to
28. Appointment availabilities caused by last minute cancellations
29. Give tips to show you are an expert in your field  - yes free advice, no catches
30. Broadcast news in relation to your industry
31. Highlight your business's recent media coverage
32. Highlight your Twitter milestones eg. 1000 Followers
33. Profile your staff members
34. Celebrate company milestones eg. 25 years in service
35. Post changes to schedules, timetables or opening hours
36. Update stock information and shipment arrivals
37. Discounts for mentioning your Twitter posts
38. Any appearances you are making eg. trade shows, workshops, seminars
39. Link to any instructional videos you have created
40. Seasonal greeting to customers eg. Merry Christmas, Happy International Left Handers Day
41. New address and phone numbers if you have moved
42. Any unfortunate outages or delays in customers getting service or products from you
43. Promote your client's product, event or services
44. Highlight any community involvement or charity associations
45. Send reminders to your customers eg. end of financial year approaching, Father's Day
46. Going on Holidays- set automate Twits to connect to your customers in your absence
47. Give your business a personality - share a joke or two.
48. Link to photos from your latest event, staff party or networking function
49. Promote a business award nomination or achievement
50. Link to forums you regularly participate in (yes you should be doing that as well as Twitter updates)
51. Share cost savings you have made in your business
52. Use twitter as a customer service/help desk for your business
53. Fundraise for a local community organisation
54. Encourage people to follow some of your favourite Twitters
55.If all else fails, make a comment on the weather, that is always an ice breaker!


Don't have time to even think about Twitter? mi virtual pa can help you update and grow your Twitter and other social media accounts so you make the most out of this very powerful and free marketing medium.


So how do you use Twitter for your small business?


View previous mi virtual pa blogs

Is 33 mid or early 30s?

Monday 17th August




This week I approach 33, and yes I am still in my early thirties. As I am dreading reaching the age of 40 is this an occasion to celebrate?
My friends and I have recently experienced a few 'moments' that have made us realise that we have well and truly left our 20s. So lets share our misery.
1. When you buy a top and the perky 20-something sales assistant says "enjoy your dress"
2. Complain at a rock concert that the main act isn't on yet at 9pm and you are considering leaving early to beat the traffic
3. That you are disappointed you have to go out on a Saturday night.
4. You choose to drive when there is free alcohol at an event
5. A hip injury caused by jumping at a rock concert
6. Getting excited because you got a chair for your birthday
7. You talk more about your ever-increasing number of doctors appointments than drunken escapades
8. You like what your mother is wearing and wish you could share clothes (she is 72)
9. There is not one band on the Big Day Out line up you have heard of
10. You actually start imagining how your boobs used to be


But besides all that, with a fanastic family, loyal and fun friends, a beautiful home and a job which I love, there is no way I want to be 20 again!


mi virtual pa blog

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It's Ok to Say No

As a new business I am very keen to say 'yes' to any money making opportunity that comes my way but for the first time this week I had to say no to a potential client. And it felt great.


Having started my business recently I am finding that I get excited when a number comes up on my phone that I don't recognise - is this the call of a wealthy, desperate millionaire in need of my assistance?


So joy rushed to my head as I answered a call from an unfamiliar number, and yes finally a potential new customer was on the other end. Though she was desperate, she was certainly no millionaire.


I put on my official-phone-speaking-voice and did a great rave about the services I had to offer.


All is going well, and dreams of my client Christmas card list growing, were swimming in my head.


Until I mentioned my rate. I have worked hard over the years developing expert skills and experience to be able to offer my clients a superior service at the right price. My rate is very competitive, in fact significantly lower than similar providers. So I was rather taken aback to have to justify my rate to someone excepting to pay half the price. This wasn't going to be pretty.


Once I explained the benefits and experience I could offer, she begrudgingly agreed to pay my rate. However than informed me she could only afford my brilliance for 2 hours. I am happy to work within my clients budgets, but she was wanting me to commit to a timeline without seeing the scope of the job. Could anyone out there possibly copy write a sales email, set up a database, design an email template and distribute the email within two hours? If so, contact me so I can make money off you!


So at this point she wanted to pay me less than junior award wages for a typing assistant, and complete the task in record time.


The deal breaker was when she told me she would have the work to me by 2pm that day and would need it completed by 4pm. It was 12.30pm.


Don't get me wrong. I enjoy the challenge of tight turnarounds and understand situations arise were tasks need to be completed immediately. In fact, I look forward to those days when I can put on my lycra Superwomen outfit and save the day for my valued clients.


But this was never going to end pretty.


She was shocked when I explained to her that I had prior client commitments, and that I would not be able to complete the project until Friday morning (it was Wednesday). Nor was she willing to incur a small surcharge for such speedy service.


So the conversation ended quite quickly after that, and I didn't believe her when she ended the call with a "I'll get back to you".


I put the phone down with a big smile on my face. Ohh the joy of being able to say 'no' and be in control of my workload. No longer do I have someone telling me what to do each day, well except my 3 year old.


It is important to remember the values you create for your business. Don't compromise your reputation for a quick dollar and a lot of headaches.


I would never have made this client happy, not from lack of trying, but from unrealistic expectations and lack of respect for my business.

http://www.mivirtualpa.com.au/


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The Time Had Come

I knew the exact moment I wanted to work for myself. It was 11pm on a Monday night and I was working on a multi-million dollar sales proposal bouncing my sick baby on my knee to stop him crying and typing with the other hand. I stopped typing, had a cry and decided that this was not the life I was going to live. If I was going to work this hard and sacrifice so much I would rather make the money for myself and not some suit and ties.

So after the birth of our second son my husband and I decided that I would quit the job I loved, move to a small sea side town and begin a new life.

That was over 12 months ago now and I just wish I had done it sooner. I now spend the afternoons playing with my sons on the beach watching the sun set instead of sitting in peak hour traffic and getting home at 7pm.

With over 10 years senior administration and marketing experience within the media industry I have a lot I can offer to small business and solo operators. So after a few glasses of wine, mi virtual pa was born.

The mi mission is to provide not only comprehensive administration services but also offer an alternative to traditional PR and marketing agencies by providing a cost effective marketing support solution for small business.

So here's to living my dream.

Did my second client make me a profit?

Well excitement hit the mi virtual pa office again this week when I secured our second client in two weeks. The water cooler talk soon turned to the question on every one's mind - will this job make a profit unlike the first one?

I'm happy to report that yes, my family can eat this week as I was able to complete the project in less time than quoted. Phew...what a relief to know that I might actually start to make money and be able to justify the expensive new computer and printer purchase with the Financial Controller (or more commonly known as 'husband').

The ups and downs of my first client

Well after two years of thinking about it I finally decided to work for myself and created mi virtual pa - a business dedicated to providing virtual administrative services to busy professionals.

I was very nervous and excited last week to get my first official client - well the first person willing to pay me that I didn't already know personally. It was a simple job of typing up his personal journals which ended up being over 300 pages long. Unfortunately the job took a lot longer than I had anticipated and as it was a fixed price job I ended up losing money.

Instead of feeling disappointed (and broke) I was surprised to feel a huge sense of pride and accomplishment. I accept this crazy new adventure of self employment won't always be smooth sailing and look forward to the new challenges that lay ahead.

Thought it didn't have a positive impact on the bank balance it certainly helped me get the confidence and belief I was on the right track to creating a wonderful future for myself and my precious family.

In hindsight I would still take on the job as it helped me set up my systems and procedures as well as understand the joys and pitfalls of working from home with two small children.

Imagine my delight when unexpectedly the client paid me a 25% bonus for an outstanding job! I took the payment, got in my car and drove home with tears in my eyes. Never in 12 years of working for anyone else did I feel so happy in the job I had just done.

The client will never know the impact that bonus had on me. Though it in no way made up for the money I had lost for the hours it took me, it gave me so much more. The true belief that I am talented and have something very special to offer to the big business world out there.

So here's to making my second client a profitable one.