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Don't Be Afraid to Spend Money on Your Business
By Janice D. Byer, CCVA, MVA, Docu-Type Administrative & Web Design Services

Most businesses have a budget and need to stick to it as much as possible. However, not everyone will include products and services in their budget that they may feel they can do without if they can get something similar, somewhere else, for free.

We have all downloaded free software or tried to get other products and services for our businesses that will not cost us anything but there comes a time when we need to realize that we need to spend some money, not always a ton of money, to help build our businesses. We need to invest in our businesses.

I will admit that when I was in the start-up phase of my business, I did try everything in my power to get something for nothing. I would spend time searching the internet for free software, seminars, books or ebooks, web hosting, etc. I even considered pirated software and knock-offs but soon learned that you generally get exactly what you pay for. Did you know that pirated software producers have a way of putting code into the software to track your movements and that code can actually harm your computer? Unfortunately, I learned the hard way on that one.

I am not saying that you can't get some products or services for free that will help improve your business. For instance, we all have some form of Instant Messaging software and generally they are free. They help us keep in touch with our clients and contacts and are usually a much better value than other software that we can get for free.

Also, some newsletters offer a wealth of information that can help our businesses to grow and you can subscribe to them for free, including my newsletter at http://www.docutype.net/news.htm.

Marketing your business can usually be done with little or no cost as well. Writing articles, putting them on your website and submitting to online directories requires very little, just your time and effort. Networking can also be just a matter of time. There are some events that have a fee but if it means that we can make some good contacts, it is well worth the money spent.

There are so many other avenues that we can follow to help educate us, increase our exposure and build our businesses and although some of them will have a cost associated to them, we shouldn't feel they are not affordable. We may think that we really don't have the budget to spend on products or services for our businesses but sometimes we should or we could be missing out on a valuable asset to our business. We need to invest in our businesses to help them grow. We don't have to break our banks on most options but keep in mind that not everything is free.

Investing in new computer equipment or other big-ticket items are not what I mean. These are a necessity to most businesses these days and I hope you understand that this money needs to be spent on high quality in order to get the best results. We will regret it if we decide to go the cheap route on such items.

What I am referring to is the products and services that we may think we can do without. They can include the latest software; newest technology; seminars; trade shows; conventions; association memberships; a professionally designed website; coaching help; sub-contracting help; subscriptions to publications; books/ebooks; advertising; professionally designed business cards; and even a little help with our office tasks. These are just some of the assets to our companies that we may not consider to be valuable or that we think we just can't afford.

However, these are investments in our businesses that will map out our futures.

Sure, we can all print our own business cards but have you seen how the ink runs on ink jet printed business cards when they get wet?

There are free publications which are huge assets to our companies but that doesn't mean that we shouldn't invest in subscribing to paid newsletters and magazines that offer information to help us learn and grow.

There are seminars and teleclasses that are available that are free and can be quite valuable but there are also some tremendous ones that we may be missing out on if we don't want to pay a fee to attend them.

Then there are the larger investments such as the opportunity to exhibit in a trade show or at a convention. There needs to be a lot of thought made regarding whether it will benefit us and our businesses and if the cost is reasonable (as it is in normal circumstances) or way out of our reach. If there is the slightest chance that there will be attendees in our target market or that the attendees know or work with those in our target market, we need to seriously consider the investment. It could mean more clients or more valuable contacts, not to mention the exposure.

Advertising is also something that many of us are leery about spending money on. Again, you need to think who the target audience is and if you will benefit by sending your message to these readers or viewers. Don't be afraid to advertise. You may be pleasantly surprised by the results.

Eventually, we wear out our welcome (so to speak) for the free resources and it is time to invest some money in our future. The old adage, "you need to spend money to make money", may seem cliché but we have to remember that we may be missing out on some wonderful information and opportunities if we insist on keeping our wallets in our pockets. Not to mention, spending money on products and services for our businesses is a valid business expense.

Janice Byer, owner of Docu-Type Administrative & Web Design Services (http://www.docutype.net) provides professional, creative and affordable virtual office assistance, small business website design, and website hosting. She is a Certified Canadian Virtual Assistant (CCVA), Master Virtual Assistant (MVA) and co-founder of the Canadian Virtual Assistant Connection (www.CVAC.ca). She is also the author of many Business Building Ebooks at http://www.docutype.net/business_ebooks.htm.

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OIVAC - Podcasting & Blog Hopping Tour
By Sharon Williams

Who would think spending 45 days hopping from one blog and podcast to another would serve as a popular kickoff for an international convention? I didn't, and I'm the podcast and blog hopper! However, a lot of virtual assistants (VAs) are jumping on this rollercoaster ride, traveling from country to country, to help promote the virtual assisting industry and our upcoming Online International Virtual Assistants Convention - and you're invited to hop this express too!

All star lineups
The tour began April 1st, from the OIVAC blog and has traveled thousands of miles promoting the convention scheduled for Thursday, May 17-Saturday, May 19, 2007, from a desktop computer near you. With an all star lineup of featured presenters and expert virtual assistants, this 2nd annual event is something VAs do not want to miss.

Featured presenters include:

" Paul & Sarah Edwards - pioneering work-from-home advocates and entrepreneurs
" Donna Messer - international networker and "connections" extraordinaire
" Michael Russer - Mr. Internet and world renowned VA and outsourcing advocate
" Robert Middleton - Action Plan Marketing professional online marketing guru
" Doris Helge - negotiation, persuasion and influencer
" Gillian Hodge- Gabrielson - health and fitness expert
" Robyn Henderson - internationally renowned networking skills developer
" Rodney Payne - transcription software expert

And this list doesn't include expert VA presenters, such as: Janice Byer, Marylou Ashton, Jeannine Clontz, Diana Ennen, and so many more - in fact, we've scheduled 27 exciting and informative seminars to choose from.

And there is more!
Let's not stop with the seminars! One of the most exciting events of this weekend convergence is the virtual assistant industry celebration: International Virtual Assistants Day; celebrated annually the third Friday of May. On this day we celebrate DEEDS: Dedication, Experience, Expertise and Determination to Succeed of professionals providing administrative and other business support services, virtually. The ceremony begins at 5:30 p.m. DST (NY). This free and open-to-the-public event's agenda includes honoring individuals nominated for the prestigious Thomas Leonard Virtual Assistant of Distinction Award and Janet Jordan Achievement Award. Winners will be announced during this celebration and will receive prizes donated by industry supporters. It is the "fun event" of the weekend and everyone is invited to attend. Note: Seating will be limited, so join the party early!

Oops, can't forget the exhibit halls - that's right, just like a brick and mortar convention, we are hosting a fully-automated exhibitor hall where visitors can browse and talk to vendors. So please, don't forget your headset/mic. Naturally, the rooms are text-chat enabled, but since we are familiar with VoIP technology, let's give it a try. Admittance to the exhibitor halls is also free and open to the public.

Networking opportunities, too
Okay, what did I miss? I've covered fantastic speakers, awards, give-a-ways, exhibitions - ah, networking. More fun! That's right, we've scheduled international networking activities and event sponsor showcases throughout the three (3) day event - so stop by and interact with your internationally-situated comrades. Find out what's happening in the UK, Australia, US, China, Scotland, and many other countries represented by our versatile industry.

Price is not an issue
Now to the magic question - what does it cost to attend a 3-day, flexibly-scheduled convention, online, from the comforts of home (just start your desktop or laptop computer), you don't have to dress for, worry about travel expenses or hotel accommodations, childcare, missing important calls and business, can meet and greet friends from around the globe, network galore, and win prizes -

" Attend 1 seminar - $ 25
" Attend 3 seminars - $ 60
" Attend 5 seminars - $100
" All seminars - $350 (plus receive complete set of audio recordings)
" Exhibitor Booths - $89 (VA industry)
" Exhibitor Booths - $149 (non-VA industry)

That's it? Yes. And, if you register for a seminar and can't attend - or it's scheduled at an inconvenient time, the seminars will be recorded and available for listening and viewing through May 31st. That's right. You can even view your selections over the next 10 days, 24/7. How great is that?

Registrations closes May 15
Registrations close May 15, 2007 at 12 midnight, DST (NY). This means, you MUST register by midnight, or you will not be able to participate in any of the seminars. So plan ahead, pick your preferences now - and register by May 15th! Seating is limited.

That's it! And, to think this all started with a podcast and blog hopping tour. Anyway, if you are not participating in the tour, you're missing out on being eligible for some great prizes.

See you at the convention!

Sharon Williams
The 24 Hour Secretary
OIVAC Chairperson
info@oivac.com

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Outlook Productivity Tips: Using Color Categories to Manage Your Email
by Andrea Kalli

Using Color Categories to Manage your Email in Outlook 2007 A new feature in Outlook 2007 is the use of color categories. A replacement for the color labels from prior Outlook versions, when used in your Inbox color categories allow you to customize the category names, add new categories, and select from the 25 colors now offered. Once you've created some custom categories, why not use rules to automatically assign incoming emails to a color category? Another great feature is the ability to easily create a Search folder on-the-fly to help you assemble your categorized emails into a single window. This video shows you how to use these great new features.

Provided by Andrea Kalli Virtual Trainer and Assistant, LLC. Productivity training, support, and customization for Microsoft Outlook and SharePoint users. Now offering Podcast Production and Support services for the busy podcaster.* Come visit our website at www.virtualassist.net and feel free to contact me at akalli@virtualassist.net. ************** Get your SharePoint user training three ways: Our video training via www.digbizbooks.com Live online workshops via www.uofvas.com One-on-one training with me via akalli@virtualassist.net ************** View my business blog at http://www.virtualassist.net/blog View and subscribe to my training calendar at http://www.trumba.com/calendars/akva Thank you and have a great day! Andrea Kalli

Click here to view Andrea's helpful videos from these tips!
Andrea Kali is a virtual Trainer and virtual Assistant. Visit her website at virtualassist.net

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Editor's Corner
by Kathy Ritchie

Virtual office assistance…. Remote office assistance…. Stay at home secretary… Cyber-secretary. Whatever you call what a Virtual Assistant does, we are still among the busiest people I know. Being a Virtual Assistant, I know about the stress that comes with working with multiple clients and projects. Virtual Assistants everywhere have complained at one time or another about keeping track of multiple clients.

More than one client?
This is wonderful! You have two or more clients now - this is what you've been striving for. Congratulations!

It's important at this point to begin to set up your record keeping tasks. Each client should have at least two files: a physical file folder for the file cabinet, into which all papers pertaining to this client are placed, and a folder for this client on your computer. I like to keep client files separated from other files on the computer. I have a business folder, RSS; then in this business folder, I have a folder called Clients into which all individual client folders go. From here, I can place shortcuts on my desktop to make finding and opening work in progress easier.

Routine tasks are billing, logs of time spent, bookkeeping updates, communication logs and more. Each new client is immediately set up with:

1. Physical file folder
2. Computer folder
3. QuickBooks (client information entered)
4. Email folder for all client email
5. Log for timekeeping set up
6. A client calendar to mark deadlines
7. Designated floppy or CD/DVD for backups
8. A 'thank you' for being my client card sent

Now that you have more than one client, it's essential that you begin to train yourself to immediately update client records. Don't wait. This will ensure accurate billing and timely completion of their projects. Establish a routine you can live with. For instance, upon start of business, I check client calendars for deadlines or tasks.
Then I mark these into my desk calendar and highlight according to priority. I then section off spaces for each client on the same desk calendar to keep track of time spent on their projects.

Throughout the day, as I'm working, I'm writing down the time spent into their section. When its logged into the time tracking software I use, it's crossed off my calendar. End of business is when all logs are updated; client papers filed if needed, or placed in tickler file for completion during the next day.

This is my routine and may not work for you, but it has proven beneficial for handling 10 - 15 daily long-term clients, and the smaller projects that crop up at any given time. Bottom line is to find what works for you and stick to it.

Time and Log Keeping

Microsoft Outlook is the calendar tool I prefer. I'm using it from start of business to end of business each day, and the calendaring options are very good. My only complaint is that reminders and alerts don't pop up on any calendar but the main one. Nevertheless, this is fine since I've got a daily reminder in the main calendar to check my client calendars anyway.

QuickBooks is my bookkeeping software of choice. Whatever version you are using, this software is perfect for invoicing and collecting from your clients. I love the reporting features that I use monthly to see just how far ahead or behind my goal I am. QuickBooks Pro 2006 now has time keeping capabilities included in the software. With just a click I can transfer time into the invoices.

Next month we'll read about what forms and other programs help with VA organization.

Thanks! Kathy Ritchie
Editor

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