Last evening I was watching an HGTV homebuyer’s show and I noticed that the agent was using what I term as ‘dubious’ language to show the home.

In search of new real estate, the buyers desired a large master bedroom and the option to build a swimming pool. During a tour of one particular home, the buyer turned into the hallway between the bedrooms and poked her head into a random room. She said to the agent, “This must be the office” and the agent said, “This is only the master bedroom.”

This struck me as strange because using the word ‘only’ denoted something ‘unimportant’. Of course when the buyer walked into that bedroom, which she thought was an office, she was predestined to be disappointed. I believe the agent set the stage for that disappointment. The agent might have said, “This is the master bedroom” and then proceeded to bring up the positive points about the room.

As they walked to the back of the home and looked outside in the wide but short-lengthened yard, the buyer said, “Where can I install a pool?” The agent replied, “Oh, you can stick one over there” as she pointed to a far corner of the yard away from the sliding back doors where many people prefer to situate a pool.

I could not get the word ‘stick’ out of my mind. I just do not think that ‘stick’ was the right word to use. Again, it created a doubtful visual in the buyer’s mind and set the stage for lowering expectations.

Another time, [different program], an agent was showing bedrooms and said to the buyer, “This is just a small bedroom.” Again, the word ‘just’ shot out at me because it pigeonholed the minute value of the space. I believe it would have been better to simply state,“This bedroom can be used for an office or a nursery.” Using positive descriptions gives the buyer a better vision of what the space could be and not that it was ‘just’ a small room.

Words like ‘just’, ‘only’ and ‘stick’ can create a negative visual for a buyer. They create upfront doubt. When showing a home, I believe it better to eliminate these words all together.

I was in the supermarket the other day and avocados were on sale for one dollar each.  Deep in thought as to what I could make with this delightful fruit, I saw a woman lurking from the corner of my eye who was pressing several avocados for firmness and then bagged or discarded as needed. I looked up and then moved over to make room so we both could share in the bounty without stretching across each other.

She seemed to appreciate that gesture and then said to me, “It is hard to tell which ones are too ripe just by pinching them.” So I said, “The lighter ones seem to be less ripe.” I continued, “Sometimes I get them home and in less than a day they are too ripe to use.”  She smiled and said, “Yes, that’s why I buy the light greens ones.  If you put them in a brown bag with a banana they will ripen when you need them.”

I knew about that ripening tip but acted as if I didn’t know so as not to be rude. She seemed delighted to share that tidbit with me so I didn’t want to ruin a sweet moment amongst strangers.

So from there we struck up a conversation. She asked me what I did for a living and I said I was a virtual assistant helping small businesses promote their products and services through online marketing methods such as newsletters, articles and email.

She told me about her line of work and as it turned out, the woman owned a real estate agency and contracted me (on the spot) to work on her email marketing campaign.

When I got home, I thought about what could have happened. I might not have stopped to buy the avocados if they hadn’t been on sale.  If I hadn’t showed courtesy in ‘sharing’ the space in front of the avocado display, she might not have said anything to me.  If I hadn’t acted appreciative of her banana-in-the-paper-bag tip (even though I knew about that tip), she might not have continued to chat with me.  We both might have just moved on and continued our shopping.

So I never dismiss small talk. I’m much more aware of my surroundings in public places. I smile more often and look approachable.  And when the stars align, I’m ready with a business card and a quick elevator speech should someone ask.  You never know who you will meet. Now that’s really what I define to be true social networking!

I celebrated that night with the best guacamole ever!

It is well-documented amongst my VA colleagues that working with a virtual assistant means good value for the dollar.  Afterall, clients only pay for the time they use and they do not pay for the overhead expenses to seat a VA in a heated office providing a computer and the necessary software to do the job.  There are many, many blog entries and articles written for the potential client explaining how much money is saved by not having to pay all of the employee expenses such as vacation time, downtime, etc. 

The message is clear and people get it.

But I do not want to dwell only on the dollar-saving value of my services. I do recognize the importance of saving money for clients but my own real worth as a virtual assistant and business owner is in the merit I provide as a business partner.

It is very difficult to place a dollar assessment on the directive and collaborative services I provide to my clients.

As a VA, I act as a sounding board for those clients who come to me for feedback and evaluations.  I often receive communication asking me for my opinion regarding website information, articles, blog posts, etc., as my role with the client develops to a level beyond just completing tasks. I am not just someone to assist with client work but I have evolved into the audience that the client is trying to reach and herein lies another value-added service. 

I have handled phone calls from distressed business owners who need a hand to hold during rough times. I have logged onto Skype during a client’s teleseminar giving feedback on the audience’s comments.  I have made the final decision for clients who cannot make up their mind on which logo or WordPress theme to choose.  I have been given the responsibility of dealing with a client’s difficult customers during busy times and turned those calls into sales. I answer customer questions on behalf of the client because quite simply, I can. I write blog entries as the client’s voice because I am trusted enough be the righthand person.  When asked, ‘How can I create more traffic to my website?” Rather than just say, “Create a better website”, I’ve successfully convinced clients to dabble in more social networking activities. 

I’m the peanut butter to a client’s jelly. And nothing beats a good sandwich.

Your Virtual Wizard Slideshow – Crack Open That Fortune Cookie from Your Virtual Wizard on Vimeo.

As a virtual assistant, I am often asked, “What DO you DO?”

With about 5 seconds to capture the asker’s interest before succumbing to the ‘glazed over-deer-in-the-headlights-look’ with my traditional, boring response, I decided to shake things up a bit…and respond with a question instead.

Now I know this goes against what my mother taught me, “Don’t answer a question with a question” but she’ll forgive me for breaking the rules!

You see, as a virtual assistant…these are two words which do not really mean much at all to folks outside of the coaching, speaker, author or real estate professional industries, which tend to utilize my services more often for administrative and website work.

Explaining to folks what is I do through running off a list of services I offer rarely works either. And, when individuals learn my office is based out of my home that is the trigger that maybe I do not have a ‘real job’.

Even my best elevator speech does not seem to get my point across.

I have an identity problem.

So confusion sets in and I still have not really explained what it is I do for a living.

So when I am asked, “What DO you DO?” I answer instead with, “Have you ever?”

So, Janine, “What is it that you do?”
Have you ever sat down to create a blog using Wordpress and realized you did know how to upload the theme to your website?

Answer: Well, I create blogs for customers who want to promote their services online to a broad audience. I also write blog posts, offer up ideas for those who wish to write their own posts and edit those who send me their posts to upload.

So, Janine, “What is it that you do?”
Have you ever looked at stacks of business cards and wondered who within those cards is waiting for a sales call?

Answer: I can take those cards, update your client database so we can collaborate and send out email messages, ezines and events notices to your clients via autoresponder programs.

So, Janine, “What is it that you do?”
Have you ever written articles and wondered what else could be done with them?

Answer: Well, I can post your articles to varying ezine sites. I can repurpose your articles for blog posts and archive those articles on your website for your visitors to download.

Using Have you ever to explain what a virtual assistant does is so much easier when the services are broken down in small bites. Rather than explain what a VA does, I explain what it is I have done and what I can do for them through examples. Clients see more value in this type of explanation…and no one has, thus far corrected my manners.

One of the services I offer as a virtual assistant is blogging and article marketing. It is a valuable resource that is in great demand in our virtual industry as more clients understand the potential for good SEO.  As article marketing increases online presence it also helps to classify the client as industry experts.  Additionally, articles can reap a ‘better bang for the buck’ as they can be repurposed into blog entries, newsletters and press releases.  Strategically placed, one article can have many lives.
 

I recently had a very intuitive consultation call with a potential client who is interested in blogging and article marketing. The client asked an interesting question, “How do you create topics for articles [when the virtual assistant is not familiar with the client’s industry]?”

I have been asked this question on previous occasions by other virtual assistants as well, so I created a client questionnaire for VAs, which is available for download here . (Click on the star logo). 

Ideally, a virtual assistant partners with a client on an ongoing basis to develop a relationship where communication between the parties is regularly maintained.  If the opportunity for a good partnership develops, the best way to write thought-provoking articles for a client is to be privy to their business happenings. This occurs only through good, two-way communication.  It is not unusual for a client to ask a question or share a piece of information with me, which can easily be turned into an article. Consequently, I’ll often reply with, “This can become a good blogging topic”. 

Another means to develop good article topics is to ask the client to check his Sent Box. What kind of questions is the client answering to his own customers?  Whatever information the client’s customers are asking certainly makes for great article topics.  Give the readers what they want to know… write about what your client’s customers are asking.

VAs, ask the client to send you urls to the online newsletters which are relative to your client’s business.  I often subscribe to the same blogs, newsletters and ezines my clients read. This is another means to find great ideas for articles and blogs. One long-term client regularly sends me real estate articles from which I have been able to construct good articles.  Keep them in a folder in your favorites entitled, ‘Blogging Topics’.

I often find subject matter on other people’s blogs which I send to my clients requesting that he respond with a brief reply.  Sometimes the answers are a few lines which I can expand upon, while others are complete responses which I can post in varying blogs or article marketing sites.

A long forgotten source for good article topics is the local public library.  I will often visit the library and sit down with several magazines and publications related to my client’s businesses. I jot down the publication name and look it up online when I return to my office.  Ask the librarian for other sources such as newsletters and flyers which are not available online. The librarian is another valuable tool to good research…and, the librarian’s services are free!

If a virtual assistant is not familiar with a client’s industry, there are numerous means to learn about his business. Asking questions, creating Google Alerts with keyword relative to the client’s business and keeping abreast of the client’s products and services are other important options to good article marketing as a virtual assistant.  Download the Questionnaire for Virtual Assistants to Ask Their Clients Regarding Article Writing and Blog Ideas for more options.

 Janine Gregor

Recently, I have ‘been on’ a few back-to-back consultations with potential clients. Each conversation had to be fine-tuned on the spot depending upon the clients’ expertise with working with a VA and in regard to his/her use of the internet.  Since consults are not ‘one size fits all’ this post can help VAs to customize the conversation to achieve maximum results.

*note RFP used herein is a Request for Proposal. This is the form that potential clients complete with information regarding their virtual assistant needs.
*Letter of Intent is the reply letter a VA writes in response to the RFP.

1)      Research, Research And More Research – If there is any tidbit of information you will take away from this post this will be it:  Research the client’s website and business as much as possible before dialing the phone. I suggest going one step further and research as much as possible before hitting the send button to reply to the initial RFP itself.  Although each Letter of Intent should be customized to the client’s requirements, take more time than usual to know the client because you may not have much time to do the research between the time you hit send and the time the client replies back to your customized letter of intent.  I have been in close-timing situations and have had mere minutes to vamp-up my research before I called the client back. Being prepared ahead of time will thwart being caught off-guard because you may need to book an immediate consult. It happens.

2)      Be Careful How You Phrase Your Opinions – Before making the consult call (and creating the Letter of Intent), make a list of what you think can be improved on the website or blog but do not come forward right away with a critique while on the phone with the potential client. Wait until the client asks for your opinion and phrase your critique as such, “If your website heading is decreased in size you can offer more information about your business above the page fold” or “If you add your social marketing badges to your home page, you can increase your membership”.  Making suggestions as opposed to saying, “The header is too big” or “The web page is messy” may make for bad vibes during the consult. Diplomacy is key.

3)      If the client indicates that they do not know how to do something while you explain what services you can provide, offer to show them how to do it. You may think that offering to train a client, for example how to post a blog will take away work from you; I actually believe that this leads to more work, which is what we all really want as virtual assistants.  I believe in offering to share my knowledge with a client for three reasons:  First, you will get paid for training; Second, once you spend more time teaching the client a task, this helps to build a relationship and solidifies you as the expert and, Three, these tasks lead to more work because then you can make suggestions as to how the task can be fine-tuned. The latter is much easier to do when you have built a rapport with the client.

4)      During the consultation call, be keen and listen to the client as they speak. Clues to how much expertise they have will be apparent just by listening. It can be embarrassing for the VA to review services the client is already familiar with.  In fact it is a waste of time.  Some clients know what ftp might be, while others have no idea.  Do not assume a client knows the entire internet ‘lingo’ so it pays to be clear during conversation without being too ‘techie’. It is easier to consult with client who has already worked with a VA so be sure you know this information in advance. 

5) If the client is seeking to replace their VA, it pays to know why but never be intrusive by asking outright. Most clients will say if they are replacing their VA upfront.  Use that information to your advantage.  For example, if the client states, “My VA does not know how to post a blog”, that would be your cue to indicate this is a service you offer (if you do, of course). But do not ask why the VA is being replaced. Only use the information if offered to indicate what you can offer to fill that hole.

Finally, evaluate each consultation call immediately after hanging up.  What could you have done better? What did you do well that you can use for the next call?  Consultations calls can improve over time.

Janine Gregor

Sue L Canfield recently released her book, The Commonsense Virtual Assistant – Becoming an Entrepreneur, Not an Employee. Today, she’s stopped by my blog. 

Janine:  Sue, why did you write this book?

Sue:  My husband, Joel D Canfield, and I co-authored the book to help newer and aspiring virtual assistants understand what it takes to run a successful business. Over the last two years, I found that many newer and aspiring virtual assistants were asking for and following my advice on how to run their business. Though they had the skills to be a virtual assistant, many had no idea how to run a business, write a business or marketing plan, how to market, and other basic business skills. Since my husband had already written a book for small business owners on how to be the best foundation for their business, we decided to add to the material and focus on the virtual assistant industry in our new book. 

Janine:  Sue, Please tell me about yourself

Sue:  I’ve worked as an administrative assistant for over 25 years and began my virtual assistant business in 2005 before I even knew there was such a thing. This past year I added virtual assistant coaching to my services to help newer virtual assistants succeed in their businesses. My husband and I work together from home along with our five-year old daughter in Roseville, California. 

Janine:  What qualifies you to write this book?

Sue:  Joel and I have more than 50 years of combined experience supporting and operating small businesses. My success as a virtual assistant is in large part due to the advice I received from Joel. Our success in our businesses provides testimony to our qualifications. 

Janine:  What is the book about?

Sue:  The book helps virtual assistants to understand that they are now business owners, entrepreneurs, no longer employees. Successful business owners need good business sense and a good understanding of what it takes to run a successful business. The book provides basic, commonsense information every entrepreneur needs to know along with advice specific to virtual assistants. 

Janine: What do you want the readers to get out of the book?

Sue:  The most important concept I would like my readers to understand is that they are now business owners and what that means. After reading the book, readers will have a clear understanding of how to set rates, manage their time, and market their business. 

Janine:  How can the readers contact you if they want further information?

Sue:  Joel and I can be reached toll-free at 877.771.7746 or by email at Contact@BizBa6.com. They can also visit our website athttp://www.bizba6.com. 

Janine:  How much does your book cost?
$19.95.

Janine:  Where can the readers purchase your e-book?
Sue:  They can visit our website at www.bizba6.com.

JanineL  Sue, thank you for stopping by my blog.
Sue: You are very welcome. Thank you for having me. 

About the Authors:

Joel and Sue have more than 50 years of combined experience supporting and operating small businesses. They operate BizBa6 Small Business Support Services and love not only their work but the life it allows them to live. This book (Joel’s third business book, Sue’s first) shares how they think about business–it’s a ‘why to’, not a ‘how-to’ because it focuses on how people think and what they want–not just your clients, but you, too. 

Book Summary:

So, you want to be a virtual assistant. The virtual assistant industry is growing rapidly. Just about anyone can say they are a virtual assistant. You have a computer, internet access, and the desire to work from home. Voila! You’re a virtual assistant. But is that enough to succeed as a virtual assistant? Do you have what it takes to run a business? Yes, a virtual assistant is a business owner. Successful business owners need to have good business sense. As a business owner, you, the virtual assistant, need to understand what it takes to run a business. Pick up your copy for $19.95 at http://www.bizba6.com.

I was at Tahneesha’s blog and read this great post.
http://www.avirtualblessing.com/decision-making-in-your-small-business/

This week, the new ‘Mike & Friends Blog’ section will be added to MichaelMoore.com. In additional to my blog, I have asked a few people, like Rep. Marcy Kaptur (the Democrat from Toledo who has deservedly become the star of my movie!) and Leah Fried (who helped organize the sit-down strike at Republic Windows and Doors in Chicago), to blog here on my site. Here’s a sneak peek of my first blog post. Enjoy! — MM

Sunday, October 11th, 2009

Pilots on Food Stamps

By Michael Moore

We’re on the descent from 20,000 feet in the air when the flight attendant leans over the elderly woman next to me and taps me on the shoulder.

“I’m listening to Lady Gaga,” I say as I remove just one of the ear buds. I know not this Lady Gaga, but her performance last week on SNL was fascinating.

“The pilots would like to see you in the cockpit when we land,” she says with a southern drawl.

“Did I do something wrong?”

“No. They have something to show you.” (The last time an employee of an airline wanted to show me something it was her written reprimand for eating an in-flight meal without paying for it. “Yes,” she said, “we have to pay for our own meals on board now.”)

The plane landed and I stepped into the cockpit. “Read this,” the first officer said. He handed me a letter from the airline to him. It was headlined “LETTER OF CONCERN.” It seems this poor fellow had taken three sick days in the past year. The letter was a warning not to take another one — or else.

“Great,” I said. “Just what I want — you coming to work sick, flying me up in the air and asking to borrow the barf bag from my seatback pocket.”

He then showed me his pay stub. He took home $405 this week. My life was completely and totally in his hands for the past hour and he’s paid less than the kid who delivers my pizza.

I told the guys that I have a whole section in my new movie about how pilots are treated (using pilots as only one example of how people’s wages have been slashed and the middle class decimated). In the movie I interview a pilot for a major airline who made $17,000 last year. For four months he was eligible — and received — food stamps. Another pilot in the film has a second job as a dog walker.

“I have a second job!,” the two pilots said in unison. One is a substitute teacher. The other works in a coffee shop. You know, maybe it’s just me, but the two occupations whose workers shouldn’t be humpin’ a second job are brain surgeons and airline pilots. Call me crazy.

I told them about how Capt. “Sully” Sullenberger (the pilot who safely landed the jet in the Hudson River) had testified in Congress that no pilot he knows wants any of their children to become a pilot. Pilots, he said, are completely demoralized. He spoke of how his pay has been cut 40% and his own pension eliminated. Most of the TV news didn’t cover his remarks and the congressmen quickly forgot them. They just wanted him to play the role of “HERO,” but he was on a more important mission. He’s in my movie.

“I hadn’t heard anywhere that this stuff about the airlines is in this new movie,” the pilot said.

“No, you wouldn’t,” I replied. “The press likes to talk about me, not the movie.”

And it’s true. I’ve been surprised (and slightly annoyed) that, with all that’s been written and talked about “Capitalism: A Love Story,” very little attention has been paid the mind-blowing stuff in the film: pilots on food stamps, companies secretly taking out life insurance policies on employees and hoping they die young so the company can collect, judges getting kickbacks from the private prison industry for sending innocent people (kids) to be locked up. The profit motive — it’s a killer.

Especially when your pilot started his day at 6am working at the local Starbucks.