From the Desk of Janet Barclay

Professional Organizers Monica Ricci and Ariane Benefit have recently posted pictures of their desks on their blogs and challenged her readers to do the same, so here are mine.

The one on the left is obviously my computer workstation, and there’s rarely anything on it other than a cup of coffee or a piece of paper or two related to what I’m working on at the moment, because there just isn’t room for anything else. I realize a bigger workstation might have been more efficient, but I had the big desk on the right long before I even thought of starting my own business, and I can’t bear to part with it.

Other than the phone/fax machine and two-tier tray in the corner (top is my inbox, bottom is stuff to be filed), nearly everything on my desk was a gift, or contained a gift at one time. For example:

• small wooden chest - came with small jars of jam in it - now holds small items such as stamps, tape, white-out, and so on - from a friend
• coffee mug with picture of a cat on it holds pens, pencils, scissors, etc. - from my husband (there is a crack in it, so can’t be used for beverages any more)
• leather file holder came with chocolate and other goodies and was a gift on my recent birthday from my nephew and his wife

I tidied up a little bit before taking the pictures, but not much. This is pretty typical for me. During the day whatever file I am working on will be on my desk, but when I’m done with it, it will either go back in the file holder (if there is still work to be done on that project), in my desk drawer (if I expect to work on that file again in the near future), or in my filing cabinet (if I don’t expect to work on it again any time soon).

I developed the habit of clearing off my desk at the end of each day nearly 20 years ago, when I worked for Effem Foods (Mars Candy Company), and it’s a strategy I often recommend to my organizing clients and in my organizing presentations.

Several years ago, I started to include guest articles in my ezine, in addition to or sometimes instead of my own articles. Since I’m all about being organized, I wanted to archive them on my website by category so my readers could easily find them again in the future without having to keep all the newsletters. I quickly found this to be rather labour-intensive, and asked one of my colleagues in the website industry if she knew someone who could develop a program for me so I could just post the articles and have them automatically formatted and added to the directory. She advised me that this would be cost-prohibitive, so I continued what I was doing, but didn’t really give up on the idea.

Last year I learned that Article Dashboard offers their software as a free download. I was thrilled to pieces, and didn’t even mind paying someone to install it for me. It took me a bit of time to customize it to the way I wanted it and to copy and paste all the articles I already had on my website (after obtaining permission from the authors, of course, since this new system allows others to use the articles as well). Now instead of spending time every month looking for articles, whenever I come across one that I think is suitable, I invite the author to sign up, and I’ve had no trouble getting new articles on a regular basis.

Too good to be true? Unfortunately, yes.

Challenge #1 - Comment Spam

One of the features I was excited about was the ability for readers to post comments on the articles. Unfortunately, the only comments ever posted were ads for Viagra and other medications. I had to disable this feature.

Challenge #2 - Inappropriate Submissions

Even though my Submission Guidelines clearly state that "The theme of OrganizedArticles.com is "Maximizing Your Time and Space" and all articles submitted should fit into one of our established categories," I receive an ever-increasing number of articles related to health, child rearing, dog training, travel, and many other categories - many of which are of very poor quality. In an effort to resolve this problem, I deleted the offending authors, only to discover that this does not prevent them from submitting articles. Instead, the articles now come up with a blank author name.

My second attempt to get around this problem was to remove the link to the Sign up page, and instead ask authors to send me a sample of their work, and if I thought they were suitable, I would send them the link. Unfortunately, there are a number of automated article submissions out there (likely the source of most of the inappropriate articles I’ve been receiving) who already know about that page, so I still get new people signing up.

What was intended to be a time-saver for me has ended up a time-consuming exercise in frustration. I wasn’t that familiar with blogging platforms when I set up the article directory, and I’m now thinking that would have been a better choice. Not only would it would put me back in control of the content, without having to fuss with formatting and indexing, but it would allow me to assign multiple categories to articles where appropriate. That may very well be my next move.

If you haven’t yet checked out my article directory, be sure to visit OrganizedArticles.com. 

The story is often told about the time that Charles Schwab, as president of Bethlehem Steel, asked management consultant Ivy Lee to help him become more productive. Lee recommended the following:

1. Write down the things you have to do the following day.
2. Number these tasks in the order of their real importance.
3. Start your day by working on the first item on your list and stick with it until it’s completed (or until you’ve done as much with it as you can), then go on to the next one, and so on.

After trying it out, Schwab found this advice so beneficial that he gladly paid Lee $25,000 (equivalent to $400,000 in today’s world)!

The main principle here is that by following this strategy on a daily basis, you will always know that your most important priorities are not being overlooked or put aside.

Last night I started a telecourse, a follow-up to the Turbocharge Your Business program I took last fall, and we discussed this story and what action we could take every day to help grow our businesses. Since one of my goals is to establish more linkages within the VA community, I decided to visit the Virtual Assistant Networking Association Forum on a daily basis. Although I’ve been a member since 2003, I haven’t really been taking advantage of this excellent opportunity to learn from and share ideas with other VA’s from around the world. 

I’m very excited to welcome a special visitor today. As mentioned in my last entry, 45 Day Virtual Assistant Blog/Podcast Tour is Underway! Sharon Williams, the founder of the Online International Virtual Assistants Convention, is stopping by to answer a few questions that may have crossed your mind if you’ve been wondering if you should be working with a VA. 

Hello Janet, and thanks for hosting the 6th stop of this globe-hopping tour promoting the virtual assistant industry. Today is Good Friday, a religious holiday observed around the world, so I’ll visit just long enough to answer a few questions.

1.  What kind of businesses uses VA services?

Currently, small business owners, entrepreneurs, solopractioners, and individuals comfortable using e-commerce applications (many with home offices), use VA services. This trend is changing as corporations begin to understand the concept and realize the benefits of outsourcing. I’m not talking about telecommuting – which is an entirely different creature – I’m referring to outsourcing to business owners who work from their homes. (A telecommuter is an employee of a company whereas a virtual assistant is a business owner).

A short list of industry categories that work with VAs:

• Coaches
• Realtors
• Consultants
• Speakers
• Financial Planners
• Attorneys
• Authors
• Contractors
• Associations
• Trainers

To view a more comprehensive list, visit the Industries Using VAs area of the Alliance for Virtual Businesses, where more than 225 industry groups, including types of duties VAs perform, are provided. Industries and duties are updated on a regular basis.

2. Isn’t it more practical to have an assistant in the office?

Yes, it may be for some business owners. If you are a micromanager, uncomfortable delegating tasks or are in a perpetual “crisis” mode, working with a VA may not be a sound business decision. Virtual Assistants are independent contractors, who traditionally allocate a set number of hours a day/week to an individual client’s assignments. VAs manage their own schedules, work with multiple clients, and are multi-taskers. Therefore, if the client wants to “control” every hour of the assistant’s work day, even though all those hours may not be productive, working with a VA would not be a practical choice.

On the other hand, if the client is comfortable with delegating, can prioritize work assignments, and is willing to trust the assistant’s capabilities, even though she is not sitting in their personal office, then working with a virtual assistant is a viable recommendation.

3.  What is the most important thing to consider when choosing a VA?

There are many tangible and intangible factors to consider when choosing a VA. I outlined several when I visited Laurie Dart of Writing Wisely on April 2nd. However, I’d say the most important consideration is your intuition; that “gut” feeling. Are you comfortable when speaking with her? Do you share similar philosophies? Are you at ease in discussing your needs, and did she respond in a manner that made you think, “I want to work with this individual and build a relationship; she can help me achieve my goals”.

If you do not feel that “vibe”, you may want to interview other candidates.

The purpose of finding your “ideal VA” is to eventually develop a relationship with someone you enjoy working with, who believes in your mission, shares similar philosophies, is willing to help you achieve goals, and just as importantly, you are her ideal client. It’s a two-way relationship and that’s why your “gut” feeling can play such an important role in this very important decision.

4. How can I be confident that a VA who specializes in my industry won’t share my business ideas with other clients?

Virtual Assistants that practice their business with integrity adhere to a Code of Business Ethics forbidding the sharing of client information. In addition, VAs traditionally include a confidentiality clause as part of their written Contractual Agreement. I recommend that the potential client discuss this subject with the VA to determine their policy and stipulate that the written agreement include a well-defined confidentiality provision that protects proprietary and intellectual property.

5. Is there a way for me to connect with the VA community?

There are several ways to connect with to connect with the 25+ international VA industry organizations. One is to attend the 2nd annual Online International Virtual Assistants Convention (OIVAC), scheduled for Thursday, May 17 thru Saturday, May 19, 2007. (Visit OIVAC for details). In addition to seminars, workshops, and exhibits, the convention will host five international networking events and on Friday, May 18 at 5:30 p.m. (EDT, New York) the Thomas J. Leonard Virtual Assistant of Distinction and Janet Jordan Achievement Awards will be presented to two deserving Virtual Assistants. The networking, exhibit halls and awards ceremony are free and open to the public. Twenty-seven (27) experts, including Paul & Sarah Edwards, Michael Russer, Robert Middleton, Donna Messer, Robyn Henderson, and many, many more will present on topics ranging from responding to RFPs to negotiating contracts to doubling your customer base. Seminar registrations begin at $25. Over the 3-days, visitors can meet and mingle with members of the global virtual assistant community.

Another way to connect with Virtual Assistants is to visit the Alliance for Virtual Businesses, where individual Alliance member businesses are featured. There, you can read up-to-date information about the VA and jump to her Web site for more details. At the Alliance, VA organizations are listed, many of whose Web sites list member profiles also. The Alliance is your portal to VA-related information. Feel free to peruse it and learn more about the virtual assisting industry.

Clue #6 is irevcess. By the way, one player is really stumped on clue #5. She asked for a hint – but I wouldn’t tell! And no, it wasn’t Heidi of WeCai our last tour stop. It’s great to find so many participating in this adventure. I really appreciate it – but I wonder; are they following because they want to learn more about the industry or because they are enjoying the game. Hmm! Next stop is Pam Ivey over at the Virtual Real Estate Assistant Blog.

It’s time to go – Easter is around the corner and I haven’t fulfilled my once-a-year personal tradition of purchasing chocolate marshmallow bunnies (the only chocolate I like). So, I’m off to find a few. If you and yours are observers of the religious commemoration, Happy Easter!

About Sharon Williams
Sharon is the Chairperson of the Alliance for Virtual Businesses and OIVAC, and president of The 24 Hour Secretary an administrative, secretarial and internet-based marketing support services company. She is the 2006 recipient of the Thomas Leonard International Virtual Assistant of Distinction Award and co-founder of Virtual Business University an e-learning environment for entrepreneurs willing to step towards their greatness.

Baltimore, MD -  We’ve heard about or read about tours designed to promote all kinds of causes or industries. But you’ve never read about something like this before. Sharon Williams, also known as the Podcast and Blog Hopping Virtual Assistant, has embarked on a 45 Day Virtual Tour designed to promote the Virtual Assistant Industry. It’s a grueling schedule, but Williams, who has been in training for this event, says she’s up for the challenge.

The idea is simple. Sharon will visit a different blog or podcast each day, to answer questions about the Virtual Assistant Industry and its upcoming annual online convention. Utilizing social networking, she will introduce virtual assistance to bloggers around the world, with stops planned in Australia, Canada, the US, England and other countries. Ms. Williams will respond to questions regarding the industry’s history, technology trends, benefits of working with VAs — basically anything blog readers want to know about one of the fastest growing home-based businesses of the 21st century.

A Virtual Assistant (VA) is an entrepreneur providing administrative and other business support services to business owners, remotely. "This tour is an opportunity to educate executives and entrepreneurs about the advantages of working with VAs," states Ms. Williams. "Overworked and overwhelmed small business owners and solopreneurs can now delegate back office and mundane tasks to more than 20,000 work-from-home admin specialists, while they concentrate on responsibilities that fuel their passion."

As an added twist to this virtual event, Ms. Williams will leave a mystery clue at each stop, as well as a link to the previous stop’s clue. Participants who solve the puzzle at the conclusion of the tour will be eligible for prizes donated by Virtual Assistants and other industry supporting businesses.

The first week’s schedule is as follows:

• Sunday, April 1, 2007 - OIVAC
• Monday, April 2, 2007 - Working Wisely
• Tuesday, April 3, 2007 - Client Abundance
• Wednesday, April 4, 2007 - Virtual Freedom 4 You
• Thursday, April 5, 2007 - Virtual Womans Day
• Friday, April 6, 2007 - Organized Assistant
• Saturday, April 7, 2007 - Virtual Real Estate Assistant Blog

Prize drawings will occur during the International Virtual Assistant Day (IVAD) recognition and awards ceremony scheduled, Friday, May 18, 2007, at 5:30 p.m. EDT. The IVAD celebration is online, free and open to the public. Details can be found at OIVAC.

For more information contact Sharon Williams at info @ allianceforvirtualbiz.com or by phone at 410-521-7001.

About Online International Virtual Assistants Convention (OIVAC)

The 2nd annual Online International Virtual Assistants Convention, sponsored by the Alliance for Virtual Businesses, is the annual convention of professional Virtual Assistants. The convention is conducted in an online VoIP environment and will be held Thursday, May 17 — Saturday, May 19, 2007. Visit OIVAC for details.

About Sharon Williams

Sharon Williams is the founder of the OIVAC and president of The 24 Hour Secretary,  an administrative, marketing and business support services company that works with busy and often overwhelmed executives and entrepreneurs, 24 hours a day.