Are Your Business Policies Documented?

Are Your Business Policies Documented?

Business Policies

Have you taken the time to document your business policies AND share them with your clients?

I know many business owners that have not documented their policies or shared with them with their clients. This can cause potential problems…

For instance, let’s say that you charge an “urgent fee” for last minute tasks or projects. Now, you may have told your client but they may not have “heard” you or understood exactly what an “urgent fee” is or when they would be charged one. Imagine their surprise when they receive an invoice that includes an “urgent fee” of $75.00 (just an example)! They could be very unhappy to find out that you charged an extra fee to have their work completed by their last minute deadline.

I highly recommend that you take the time to document all of your business policies AND share and discuss them with your clients. In your first meeting – go over them in detail, make sure they understand them and address any questions or concerns at that time. This way, there are no surprises. Add them to your Welcome Packet!

If you’re not sure what to include in your business policies, here are a few tips to help you get started:

  • Business Hours – include whether you work weekends or nights.
  • Rush or Urgent Fees – if you charge a fee for last minute tasks please be sure it is clearly documented what constitutes a “rush” fee and how much you charge.
  • Referrals – do you give existing clients a discount if they refer someone who becomes a client?
  • Average Turnaround Time – this is key for Virtual Assistants; what is the average turnaround time to complete tasks. Be sure to document that all tasks are different depending on complexity but you can give include an average.
  • Emergencies – how do you handle life’s emergencies? Do you have someone who covers for you while you are out of the office?
  • Holiday Schedule – what holidays do you or your team observe?

Your business policies is a living document. Be sure to schedule time monthly or quarterly to update it. Don’t forget to send the new versions to your clients and discuss any changes with them the next time you meet.

What do you think?

I’d love to here your comments. Please take a moment to leave me a comment and share your thoughts.

Please share if you know someone who might benefit from this information. The share buttons are below the post.

Oh… and each week I host an Open Mic Session in my VA Tips & Tricks Facebook Group where I deep dive specific topics & answer your questions, be sure to join us for the next one – http://bit.ly/vatipstricks

Thanks for reading!

Enjoy your day – Susan

PS – All of these items should be in your contract as well. I have the separate document since we all know no one reads the fine print on contracts.

PPS – If you are a Virtual Assistant and are confused about what goes into a Business Policies document – check out my VA Biz Bundle.

Are Your Boundaries Clear?

Are Your Boundaries Clear?

Do your clients know your boundaries?

Are they clear?

Have you communicated them?

Being in the service industry and hungry to get clients, many Virtual Assistants allow their clients to set their schedule instead of the other way around.  This is a problem in oh so many ways.

For starters…

  1. You are setting an expectation by allowing your clients to dictate your schedule.
  2. You will burn out!
  3. Your health will suffer.
  4. Everything else takes a back seat to your business.
  5. You start to resent your clients.

I left Corporate America so I could have more freedom.  I ended up working longer and harder for less money when I first started my VA business because I said YES to everything.  I quickly paid the price with my health and sanity.

Remember…

  • It is your business and you do not work for them. You are not their employee!
  • It is important for you to have a work-life balance –  you cannot work 24x7, I know I’ve tried.
  • You do not have to say yes to everything.  Say NO and stand your ground.
  • You started your business for a reason, remember what that reason is and build a business that supports it.

Setting boundaries is part of being a business owner as is learning how to say No!  If you have client’s that are not respecting your boundaries, it is time to have a chat with them and reset expectations.  Take charge of your own schedule.

Creating a Business Policies document is a great way to set your boundaries with clients. Feel free to check out my VA Biz Bundle that include my Business Policies Template.

Have you set boundaries in your business? 

What do you think?

I’d love to here your comments. Please take a moment to leave me a comment and share your thoughts.

Please share if you know someone who might benefit from this information. The share buttons are below the post.

Oh… and each week I host an Open Mic Session in my VA Tips & Tricks Facebook Group where I deep dive specific topics & answer your questions, be sure to join us for the next one – http://bit.ly/vatipstricks

Thanks for reading!

Enjoy your day – Susan

Getting & Staying Organized

Getting & Staying Organized

Getting & Staying Organized

There are many tips, tricks and tools available these days to assist you in staying organized within your business. Some are more preferential than others on different personal levels. What one person finds helpful, another can find a hindrance, however, they are all out there and available to assist you in the most important element of your business – Organization!

The top 5 key factors (in no particular order) that I believe contribute to being A+ at organization are:

  1. Time Management – Be aware of what time you are spending on which tasks. You will get used to how long it takes you to complete certain tasks if they are regular, and also help to predict how long it will take you to complete something new.
  2. Project Management – Make use of a project management system, such as TeamworkPM, so that you can plan your workload and ensure you don’t miss anything. Break down your tasks and tick each one off as you go along, so you know what you have outstanding.
  3. Diary Management – Not to be confused with time management. Use your diary/schedule constructively to plan meetings, telephone calls and block out times to work on projects for specific clients.
  4. Discipline – Ensure you stick to the procedures you have set up to keep yourself organized. That’s the only way you will stay organized!
  5. Determination – Keep your eyes on the prize! Organization equals a happy client and in turn a happy you and a successful business. Keep your determination switch to full power!

If you are struggling with any part of your organization strategy, then get in touch and I will see how I can help you.

I’d love to here your comments. Please take a moment to leave me a comment and share your thoughts.

Please share if you know someone who might benefit from this information. The share buttons are below the post.

Oh… and each week I host an Open Mic Session in my VA Tips & Tricks Facebook Group where I deep dive specific topics & answer your questions, be sure to join us for the next one – http://bit.ly/vatipstricks

Thanks for reading!

Enjoy your day – Susan

Changing Your Employee Mindset

Changing Your Employee Mindset

Changing Your Employee Mindset

When we leave our day jobs to become entrepreneurs we have to “unlearn” what it means to be an employee.  It took me a full year to rid myself of the employee mindset!  One of my clients gave me a much needed kick in the pants.  She explained to me that I was not her employee and therefore did not need to share everything I did in my business.   All that time I was thinking she was my BOSS not my CLIENT – big mistake!

When you become an entrepreneur it requires a change in your mindset.  So, remember…

You are the boss; not the employee.

The buck stops with you!

You make the decisions – the decisions are not dictated to you!

Don’t look to your clients for direction.

You determine:

  • Who you work with
  • What you do
  • When you do it
  • How you do it
  • Where you do it
  • And for how much

Set business policies and stick to them!

Making the transition from employee to entrepreneur is a life changing experience!

Take the the time to embrace it. 

I’d love to here your comments. Please take a moment to leave me a comment and share your thoughts.

Please share if you know someone who might benefit from this information. The share buttons are below the post.

Oh… and each week I host an Open Mic Session in my VA Tips & Tricks Facebook Group where I deep dive specific topics & answer your questions, be sure to join us for the next one – http://bit.ly/vatipstricks

Thanks for reading!

Enjoy your day – Susan

Techie Terms Part One

Techie Terms Part One

Techie Terms Part One

I had a great conversation with someone last week and she made me realize that not everyone knows these common “IT” terms.  So here is the first part of a two part blog post on IT Terms, enjoy!

Affiliates – Website affiliates are what drive Internet Marketing. Companies run affiliate programs to generate leads and sales from other Websites.

API – An application programming interface (API) is a protocol intended to be used as an interface by software components to communicate with each other.

Archive – is a single file that contains multiple files and/or folders. Archives may be created by several different file archiving utilities and can be saved in one of several different formats.

Autoresponder – an email message that is sent based on a trigger; i.e. a purchase is completed, a user signs up for an offer, etc.

Backup – a backup, or the process of backing up, refers to the copying and archiving of computer data so it may be used to restore the original after a data loss event.

Bandwidth – the amount of data that can be carried from one point to another in a given time period (usually a second). This kind of bandwidth is usually expressed in bits (of data) per second (bps).

Blog – short for “Web Log,” this term refers to a list of journal entries posted on a Web page.

Broadband – refers to high-speed data transmission in which a single cable can carry a large amount of data at once. The most common types of Internet broadband connections are cable modems (which use the same connection as cable TV) and DSL modems (which use your existing phone line).

Buffer – contains data that is stored for a short amount of time, typically in the computer’s memory (RAM). The purpose of a buffer is to hold data right before it is used.

Cache – stores recently-used information in a place where it can be accessed extremely fast. For example, a Web browser like Chrome uses a cache to store the pages, images, and URLs of recently visited websites on your hard drive.

Captcha – is program used to verify that a human, rather than a computer, is entering data.

Cloud Computing – refers to applications and services offered over the Internet. These services are offered from data centers all over the world, which collectively are referred to as the “cloud.”

CSS – stands for “Cascading Style Sheet.” Cascading style sheets are used to format the layout of Web pages.

Data Transfer Rate – commonly used to measure how fast data is transferred from one location to another.

Database – a data structure that stores organized information. Most databases contain multiple tables, which may include several different fields. For example, a company database may include tables for products, employees, and financial records.

Disk Space (Storage Space) is the total amount of bytes that a disk drive or disc is capable of holding.

Domain Name a specific name that you apply to your website. Once you apply it, users can reach your website by typing this domain name into the browser’s address bar.

Domain Name Registrar is an organization that manages the reservation of Internet domain names.

E-Commerce – (electronic-commerce) refers to business over the Internet.

File Transfer Protocol (FTP) is a common method of transferring files via the Internet from one computer to another.

Firewall limits the data that can pass through it and protects a networked server or client machine from damage by unauthorized users.

Flash Drive is a small data storage device that uses flash memory and has a built-in USB connection.

GUI stands for “Graphical User Interface,” and is pronounced “gooey.” It refers to the graphical interface of a computer that allows users to click and drag objects with a mouse instead of entering text at a command line.

Hashtag is a number symbol (#) used to label keywords in a tweet.

Host a computer that acts as a server for other computers on a network.

HTML stands for “Hyper-Text Markup Language.” This is the language that Web pages are written in.

Interface can refer to either a hardware connection or a user interface.

IMAP stands for “Internet Message Access Protocol” and is pronounced “eye-map.” It is a method of accessing e-mail messages on a server without having to download them to your local hard drive.

IP Address also known as an “IP number” or simply an “IP,” this is a code made up of numbers separated by three dots that identifies a particular computer on the Internet.

ISP stands for “Internet Service Provider.” In order to connect to the Internet, you need an ISP.

Be sure to check out Techie Terms Part 2 – https://www.thetechiementor.com/techie-terms-part-two/ 

I’d love to here your comments. Please take a moment to leave me a comment and share your thoughts.

Please share if you know someone who might benefit from this information. The share buttons are below the post.

Oh… and each week I host an Open Mic Session in my VA Tips & Tricks Facebook Group where I deep dive specific topics & answer your questions, be sure to join us for the next one – http://bit.ly/vatipstricks

Thanks for reading!

Enjoy your day – Susan

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