Maintaining Motivation

It’s about that time of year, when some people give up on the ambitious goals they set for themselves. However, there are a small percentage of people who are still going strong. What’s their secret? What keeps some people on track while others stray? Motivation, Passion and Visible Results!

Who wouldn’t continue doing something that was working? And who wouldn’t be discouraged by hours spent on tasks that yield nothing?

How can we get the instant gratification that we need to motivate us to keep going?

1. Low Hanging Fruit – Focus your energy on the closest goals first. This only makes sense, while it is nothing new; perhaps you need to be reminded. Why start with ‘cold calls’ when you have ‘warm’ prospects in your pipeline? Why focus on attracting new clients if you can add services to your existing relationships?
2. Start Small – Focus on the small items that you can accomplish quickly. Pay off your credit cards and car loans before trying to pay off your mortgage.
3. Bite Size – Break your goals down into the steps needed to accomplish each, and then cross off each step as you achieve it. This gives you smaller achievements and quicker results; not to mention the visible results that will continue to motivate you.
4. Focus – As a visionary, it can be easy to get side tracked with something new and exciting, and there’s always something new and exciting. Stay on track by keeping your goals clear and visible every day.
5. Keep Track – It’s always inspiring to see what you have accomplished, so keep track of your progress and celebrate successes.

There it is – organization, strategy, dedication, and focusing on the results are the keys to achieving your goals. But the biggest key is that you have to enjoy (or find enjoyment in) your work in order to maintain the motivation and creativity needed to be successful and grow a successful business!

Of course, some goals contain a degree of invisible success that is difficult to measure. For example, the amount of time spent on social media can feel discouraging if you don’t see any direct results, but the truth is that you are improving your brand recognition and visibility.

As for our goals, we are progressing steadily with the re-branding and transitioning to Strategic Office Support, growing our team, receiving some nice press regarding our new collaboration with Luma Coaching, and have started to develop our new site Become A VA.

Our strategy includes growing our team of professionals so we can accomplish more on a regular basis, including working on our own business, expanding our products, and developing new ventures.

Share your strategy, progress, and successes meeting your 2013 goals.

Strategic Launch Sequence

The beginning of a New Year marks a time when everyone is goal orientated. This can involve getting organized, re-evaluating product or service development, and launching new products and/or services.

Launching new products, services, and events is exciting, but you should be strategic about it.

Organizing your launch or release via strategic promotional efforts includes:

1. Release – determine your release date, then work backwards to establish your promotional start date
2. Content – know all the details of your product or service in order to create valuable promotional content
3. Audience – defining and understanding your target market will help to improve promotional results
4. Plan – be strategic in your promotional efforts by creating a plan and calendar that outline your activities and efforts
5. Record – take good notes on your activities and the outcomes in order to improve the success of your next launch

Promotional avenues can include blogs, social media, e-newsletters, print newsletters, press releases, posters and flyers, radio interviews, TV interviews, a web page or splash page, a release party, affiliate marketing, and good old fashion word of mouth and networking.

Timing these activities can be crucial, especially if you want to offer special discounts for early subscribers or pair it with any other programs.

Consider a minimum of 6 weeks when planning a launch sequence for any new product or service. Ideally, you would have 8 to 12 weeks for promotion and marketing.

An example of an 8 week schedule for an email campaign or launch is as follows:

Of course much of your strategy and the promotional avenues you choose in your launch sequence come from knowing your customers and ideal client profile.

Proper planning yields proper, successful results.

Do you have examples of successful promotional activities, or stories of launches that have not gone as planned?

5 Ways to Identify Ideal Clients

Do you know who you want to work with? Have you defined your ideal client?

As you grow your business, you will be more effective and satisfied with your work if you spend more time on what you consider ideal clients and less and less time on everyone else.

So, who is your ideal client?
What do they look like? How old are they? Are they male or female?
What TV shows do they watch, radio shows do they listen to, and magazines do they read?
Where do they buy their clothes, eat dinner, and spend their down time?

Knowing the answers to these questions will help make your marketing efforts much more effective. It will help you set your target market and direct your steps toward gaining ideal clients every time.

A great way to start figuring out the answers to these questions is to look at your past and current clients.  Determine the clients that have been the best to work with and why.

Consider the following in your analysis:

1. Communication – what is the nature and means of the communication with the client? Are they direct or indirect? Do they prefer email, phone calls, or in person conversations?
2. Demographics – what is the clients’ age, gender, education level, geographic location, etc…
3. Personality – is the client an introvert or extrovert? Are they a leader or a follower? Do they tend to listen or talk?
4. Strengths – what are the clients’ strengths and weaknesses? What are their interests? Are they organized and detail orientated or creative?
5. Work – also consider the scope and nature of the work that you are performing for each client, as this can be a factor in the relationship – this may lead you to refine your niche.

Then analyze what your best (and worst) clients may have in common. This will give you a very insightful view into your ideal client persona. You may also consider conducting a survey of your current clients to see what they have in common.

Once you’ve determined the profile of your ideal client, go after them! Working with these people will improve your business and your outcomes. While you should remain focused, this is not set in stone; your ideal client may change as your business grows or changes so remain flexible.

An example of understanding our ideal client persona comes with the new collaboration that we have formed with Luma Coaching. We recognize that our ideal clients tend to be those who have business coaches, so it seemed obvious that we should partner with a business coach.

What have you done or will you do to identify and attract more of your ideal clients?

Image courtesy of jscreationzs / FreeDigitalPhotos.net

5 Essential Business Goals

Are you lacking basics business functions and organization? Make this the year you fix that!

As a visionary entrepreneur, it can be easy to get wrapped up in exciting projects and initiatives, overlooking the mundane details that are needed to run a scalable business.

As a responsible business owner, there are certain steps and goals that you should plan to achieve as early as possible.  If any of these are still on your to-do-list, consider adding them to your 2013 ‘resolutions’ and make them a priority.

Bookkeeping – as an entrepreneur, it is essential to know your numbers; income, expenses, profit, margins, etc. The only sure way to accomplish this is to maintain accurate bookkeeping records and keep your business finances separate. This will also help you budget for seasonal shifts, capital improvements, and growth.

Legal – It is vital to complete a risk assessment and make sure that you are properly protected by establishing the right business structure (LLC, Inc, Sole Proprietorship, etc) and purchasing appropriate insurance coverage. It’s also important to be sure that each of your business interactions are outlined in clear, concise contracts.

Filing– clearing your clutter and setting up systems for client forms, receipts, training material, communications, and other important information will only improve your efficiency and effectiveness.

Plan – it’s important to have a purpose laid out, usually in the form of a business plan. This does not need to be elaborate; but you should have a document that states what your business does, why you do it, what sets you apart, and outlines financial plans. Your annual strategies, marketing initiatives, and key business decisions should all reflect back to this ‘master plan’.

Schedule– in order to improve effectiveness as a busy entrepreneur, it’s important to manage your time according to priorities and deadlines. Example: set aside 1 hour on the 5^th of each month to record and review your expenses.

Tip: Look at the following areas of your business and determine your weaknesses. Then add these weaknesses to your 2013 plans.

Operations – the order in which tasks are completed and systems are utilized

Finance – bookkeeping and budgeting

Marketing – branding, social media, website, events, printed material, etc…

Technology – knowledge and use of advancements

Administration – the systematic, routine tasks that need to get done

Make a point to read blogs and articles, take classes, and even find partners to assist you with your weaknesses, so you can continue to improve your business

If you’ve been pushing aside these (less exciting) basic functions, consider making this the year you clear them off your plate and set yourself up for more successful growth.

Please comment with suggestions or additional items that can be added to this list.

Image courtesy of FreeDigitalPhotos.net

5 Tips for Accomplishing Goals

Have you established your 2013 goals and resolutions yet? As you start 2013 with great ambitions, it’s important to set yourself up for success.

Here are some tips to help you accomplish your goals:

1. Put it in writing – putting anything in writing makes it easier to reflect on, build on, and share. Plus, it holds you more accountable and is more difficult to forget.
2. Make a timeline – give your goals definition by mapping out the steps and projected time needed for completion. This exercise usually works best when you ‘start with the end in mind,’ utilizing backwards planning.
3. Make a budget – not all things revolve around money, but those that do need a budget.
4. Schedule time – make time in your regular schedule to revisit your goals and be sure you’re working toward achieving them. This may lead you to review your entire schedule and see where better systems need to be implemented.
5. Collaborate – two heads are better than one! Find a group, mentor, coach, partner, etc… who can help you brainstorm, problem solve, and offer additional insight.

One of my goals for 2013 is to blog weekly.  My desire is to build up to twice a week. In order to do this, I will have to be diligent about setting aside time to write.

Please share your 2013 goals and how you plan to achieve them!

2013 Goals Exposed

Happy New Year! For the first time, we have decided to make our annual goals public. Lucky for you, this is an abridged version.

We have two primary goals for 2013:

1. Rebranding – we are transitioning from Office Solutions ^ME to Strategic Office Support, offering Virtual Business Management needed to build, manage, and maintain all of your business ideas. This creates all sorts of goals and opportunities for change. We will share more about this very soon!
2. Partnering – we are excited to have initiated many great partner relationships in 2012, including web designers, graphic designers, copywriters, bookkeepers, marketing and social media consultants, and other virtual assistants.  In 2013, we want to take this to the next level!

1. We want to keep our partners and sub-contractors BUSY, allowing us to attract and assist more clients. Our goal would be to utilize our partners and sub-contractors on at least 50% of our 2013 contracts.
2. We’ve also started a new joint venture with Luma Coaching to offer business coaching support in addition to our implementation skills and support services. Click here for more details.

Secondary goals include:

• Redesigned client intake process – still working on the details
• Attend Be the Change April 2013 in Orlando Florida
• Increased media exposure – radio, TV, local events, and social media
• Product development – trainings, reports, and guides for entrepreneurs
• Launch BecomeAVA.com – resources, training, and coaching for aspiring Virtual Assistants

So, there you have it, a basic outline of our goals to be accomplished in 2013. Now, please share your goals for the New Year, and any comments; we would love to hear from you!

5 Tips for New Year Planning

Are you ready for a new year? Have you reflected on your accomplishments and any failures from 2012? Have you started planning for 2013 yet? Now is the time, this is the day!

As 2012 wraps up and we get ready to start 2013, you should be thinking about your goals and your plans for the next year.

Here are five tips to help get your planning process started:

1. Review past goals – look at the goals that you set for 2012. Did you achieve them all? If so, maybe they weren’t challenging enough? If not, what were the reasons?
2. Review your calendar – look through your 2012 calendar to see what events and milestones took place. It’s easy to forget what you did 12 months ago, so looking at your calendar or planner may help to remind you of important occasions.
3. Start a new calendar – start your 2013 calendar. Put important dates, reminders, and events in place. This will help remind you of commitments and allow for better time management and planning.
4. Set priorities – determining your priorities for the next year will help you set better boundaries and stay on target. Keep in mind these can be short-term priorities; they do not have to set the tone for the rest of your life.
5. Think big – start with large, long-term goals, and then break them down into smaller attainable pieces. For example, if your goal is to visit every state in the US, then you may choose just one or two new destinations for 2013.

Hopefully these tips help you start planning for a productive and successful New Year!

Please feel free to share your thoughts, planning routines, and strategies!

Collaborative Advantage

We have all heard the phrase ‘two heads are better than one’, and it’s so true! Collaboration is such an important part of business and success as an entrepreneur; yet, it can also be difficult for many of us.

When I speak of collaboration, I’m not talking about referral networks. I’m talking about long term, nitty-gritty business planning, strategy sessions, and implementation discussions.

In order to benefit from collaboration, you must be honest with yourself and others about your failures, fears, and weaknesses. It requires you to share what you’ve done well, what you’re unhappy with, and where you need help. This is why you need to choose a partner, group, or mentor whom you can trust and respect. You need to have confidence that the trust and respect is reciprocated.

You need to trust that you can share your thoughts and opinions freely, without judgment, or at least without lasting negative judgment.

You need to respect the opinions and expertise of the people you are requesting advice of; otherwise you are not likely to act on the advice given.

Like any relationship, effective collaboration also requires genuine interest in helping each other and some form of reciprocation.

Collaboration can come from many places; networking groups, mastermind groups, professional partners, friends, family, and mentors. The important thing is to find people whom you trust and respect; those who have your best interest in mind, and will help keep you accountable. This will help you grow both professionally and personally.

If you do not already have a collaborative relationship, you should be actively searching for one or building one.

Recently I took the initiative to create and build my group of collaborators. I had met a handful of powerful women over the past year, with various backgrounds and strengths; all who are very dedicated to building their businesses. Since I had such great conversations with them on an individual level, I decided to try getting them together as a group. Our first meeting was a very successful ‘get to know you’ session, and my hope is that this group will help each of us grow and meet our 2013 business goals.

Who will you rely on, trust, and respect to help you grow your business and hold you accountable in 2013?

Setting Prices – Simple Math

What does it take to run a business? What expenses do you need to consider in order to be successful setting prices and staying in business?

I was recently asked how I went about setting my prices. Well, that’s really a matter of simple math. Of course everyone’s equation will look different, but it’s a matter of understanding your expenses and what you need to end up with at the end of the day/year.

So, let’s look at what it takes to run a business, a successful business. This can certainly vary from industry to industry, but let’s review some of the basics.

Product or Service – First things first; what are you doing or selling? You have to create, develop, or buy a product or service that you intend to sell for profit. This includes the expenses of materials, manufacturing, engineering, researching and developing time.

Location – You need a location. Even if you’re running a home based business, you need to set-up an office with desk and filing space for organization. Some businesses need to rent retail and/or warehouse space.

Marketing – This is a big category. Marketing includes advertising, newsletters, networking, and article submission. It also includes printed items that promote your business, such as: business cards, brochures, postcards, banners, etc. Marketing includes online media, such as: a Blog, Facebook, Twitter, LinkedIn, YouTube, Foursquare, Pinterest, and Google. While not all of these cost money, they certainly take time; and time is money!

Website – While your website is a huge part of marketing, it also serves as the introduction of your business to many potential customers. The design of your site is an important decision. The hosting and URL purchase can drive your email options. It can also provide an ecommerce aspect.  You will want to integrate any newsletter, social media, and blogging efforts that you engage in to help drive further business to your website, as well as, provide further information from you to your customers.

Bookkeeping – This covers invoicing clients, making sure bills get paid, reviewing aging receivables, reconciling the accounts, and handling any payroll.

Operations – What systems will you have in place to make your job easier? What will the process look like when someone chooses to work with you? What will the follow-up entail? Who will be responsible for each aspect and step in the process?

Administration – The day to day items that take you away from the product or service you are trying to sell. This can include emailing, scheduling, data entry, filing, scanning paperwork, typing and sending letters, etc.

Security – How will you protect your inventory and/or information? Will you need a security system, spyware for your computer, a backup system?

Legal – This covers setting up your business entity, creating contracts, reviewing risk and compliance, and any litigation.

Staffing – Employees are a HUGE expense, including HR, salaries, medical benefits, employment taxes, overhead, equipment, training, interviewing, managing, and professional development.

After looking at this basic list, you can see that running a business is not just about how much time you spend making your widget or providing your service. Each of the categories above can equate to multiple expenses that will eat into your bottom line if you don’t plan for them.

Running a real, sustainable business involves a lot of thought, planning, and expenses. My advice is to consider all the costs, and create a budget before setting up shop and setting prices.

Helpful Hint: As an entrepreneur, 30% – 50% of your time may not be spent on billable activities, so setting your prices based on a 40 hour work week may not be realistic.

Business Owners’ Gift Guide

Need help getting motivated, organized, and planning your corporate gift giving? Well, we’ve got some action items and gift ideas all lined up to help you out! Because, if you haven’t planned your gift giving for this holiday season, then you’re running out of time…

Make your List – list everyone that you need to recognize, thank, and connect with during the holiday season; this includes clients, colleagues, employees, partners, and prospects. Your goal should be to have your list completed before December 5^th.

Create your Budget – begin with your total budget. Determine the per person budget which can be based on a percentage of your total budget, and should probably be weighted according to the type of relationship you have with the individual. Your goal should be to have your budget completed before December 10^th.

Get Organized – in order to simplify the process, try to order as much as possible from the same source.  If ordering online, have gifts shipped directly to the recipient. Try to choose retailers and distributors who will still be around next year, in order to simplify reorders. Your goal should be to have all of your gift orders placed by December 15^th.

Need help finding appropriate gifts and giving inspiration?

Clients – be sure to acknowledge your clients this holiday season. This could be as simple as a card, as nice as a bottle of wine or box of chocolates, or a personalized gift that you hand pick. Consider Send Out Cards, Tasting Room, Harry & David, or Kiva.

Colleagues and Partners – it’s a good time to show your appreciation for the partners and co-workers who help to make your business a success. Consider useful gifts for the office or thoughtful gifts personalized for the individual. Consider Uncommon Goods, Think Geek, or Cell Phone Shop.

Employees and contractors – while appreciation should not be limited to the holidays, this is certainly a time of year that warrants your expression of gratitude for the people who help support you throughout the year. Consider fun gifts that will allow them to enjoy their down time or experience something new. Consider The Wine Buyer, Haven’s , or Send Out Cards.

Here are some suggestions of where you might find such items at reasonable prices:

• Send Out Cards – an easy way to send personalized holiday cards, gift cards, and small gifts for any occasion
• Harry & David – various gift baskets of fruit, chocolate, cheese, and more
• Tasting Room – wine by the bottle, the glass, or a sampling set
• The Wine Buyer – mix and match cases of wine with free shipping
• Uncommon Goods – many unique gift ideas
• Think Geek – fun gift ideas for the geeks in your life
• Cell Phone Shop – very affordable electronic accessories (not just for cell phones)

For those in Maine who want to shop local, there are some fantastic options:

• L.L. Bean – lots of quality gift ideas from a Maine icon
• Haven’s – handcrafted Maine candy, chocolates, and fresh roasted nuts. They also offer corporate branding.
• Len Libby – Maine made chocolates, taffy, and fudge
• Wine Wise – unique wine events and education in the Portland area

Consider some philanthropic options this year to really share the spirit of the season:

• Kiva – give the gift of entrepreneurship with gift cards that create small business loans
• Gift to the World – building a better world through international donations
• American Red Cross – help provide meals, shelter, and more for those in need.  Also consider a local donation to the Red Cross of Maine.
• Good Shepherd Food Bank – donate to help feed Maine’s hungry
• Positive 89.3 Christmas Wish – help a family in need by donating to the Christmas Wish fund

Consider using a service like charity navigator to review an organization before making a donation

If you have any additional tips that you have found helpful, or gift ideas that have been well received, please share with a comment!

 

In the spirit of full disclosure, please be aware that there may be affiliate links within this article. However, we never promote products or services based on any financial gain, only on our experience and the value that we believe you may gain.