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Sales and Marketing

customer care

Mastering Client Communications: Common Pitfalls and Proven Solutions

Leave a Comment / Accountants, Accounting Firms, Bookkeeping, Business, Customer Care, Real Estate Agents, Sales and Marketing
customer care

Mastering Client Communications:

Common Pitfalls and Proven Solutions

virtual assistant

Client communications are the secret ingredient that can turn any business venture into a sizzling success or a fizzled failure. Misunderstandings and communication breakdowns can often lead to frustration and delays in your projects. 

Effective client communication is the cornerstone of a successful business relationship, yet it's surprisingly easy for things to go awry. Read on for some common pitfalls in client communication and actionable strategies to overcome them, explicitly tailored to your needs as a small to medium business owner.

Lack of Clarity in Expectations

Unclear expectations are a breeding ground for disappointment. As a business owner, setting clear expectations from the outset is crucial. Clearly outline project scope, timelines, deliverables, and any potential obstacles. Consider creating a detailed contract or service agreement to formalize these expectations.

TaskVA Solution: Implement a robust onboarding process with a detailed project brief or kickoff meeting. Use this opportunity to align expectations with your client and ensure everyone is on the same page from day one. Utilize project management tools like ClickUp or Teamwork to track progress and keep communication transparent.

Poor Timing and Frequency of Communication

In today's fast-paced world, timely communication is essential. Clients appreciate regular updates on the status of their projects and quick responses to their inquiries. Failure to communicate promptly can lead to frustration and erode trust.

TaskVA Solution: Establish a communication schedule with your clients, outlining when and how often you'll provide updates. Set realistic response time expectations and strive to reply to client messages within 24 hours whenever possible. Consider using automation tools like chatbots or email templates to streamline communication and maintain consistency.

Misunderstandings Due to Language or Jargon

Communication breakdowns often occur when clients and service providers speak different "languages." Technical jargon or industry-specific terminology can confuse clients and hinder effective communication.

TaskVA Solution: Adopt a clear, concise communication style that avoids unnecessary jargon. Take the time to explain complex concepts in uncomplicated terms, ensuring your clients fully understand the information. Encourage open dialogue and invite clients to ask questions if they're unsure about anything.

Ignoring Feedback or Criticism

Feedback, whether positive or negative, is invaluable for improving your services and strengthening client relationships. Ignoring or dismissing client feedback can damage your reputation and business growth.

TaskVA Solution: Embrace feedback as an opportunity for growth and improvement. Asking for feedback from your clients throughout the project lifecycle demonstrates a willingness to listen and adapt based on their input. Use feedback to refine your processes, enhance your services, and exceed client expectations.

Inadequate Documentation

Clear documentation is essential for ensuring mutual understanding and accountability. Without proper documentation, important details can be forgotten or overlooked, leading to confusion and disputes.

TaskVA Solution: Create comprehensive project documentation that outlines vital agreements, milestones, and deliverables. Keep your clients informed by providing regular progress reports and updates. Consider electronic signature tools like DocuSign or Adobe Sign to formalize agreements and streamline your process.

Mastering client communication is a critical skill for any business owner. By addressing common communication pitfalls head-on and implementing proactive strategies for improvement, you can foster stronger client relationships, enhance project outcomes, and ultimately drive business success.

 

Ready to take your client communication to the next level? Contact us today to learn more about our tailored customer care program and how we can help elevate your business.

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marketing strategy

Spring into Action: Revitalize Your Marketing Strategy

Leave a Comment / Accountants, Accounting Firms, Bookkeeping, Business, Real Estate Agents, Sales and Marketing, Social Media

Spring into Action: Revitalize Your Marketing Strategy

virtual assistant

As the chill of winter melts away and nature bursts forth with vibrant colors and new life, it's time to infuse that same energy into your marketing strategy. Spring is not just a season of renewal for Mother Nature; it's also the perfect time to breathe new life into your marketing efforts.

Let's explore some fresh, seasonally inspired strategies to revitalize your marketing this spring:

Blooming Social Media Presence:

Like flowers blooming in the springtime, your social media presence should burst forth with color and vibrancy. Share engaging content that reflects the spirit of the season – think outdoor activities, spring cleaning tips, or even playful Easter-themed posts. Don't forget to leverage hashtags related to spring events and holidays to increase visibility.

Freshen Up Your Content:

Spring is all about new beginnings, so why not freshen up your content? Consider creating spring-themed blog posts, videos, or infographics that resonate with your circle of influence during this time of year. Whether it's tips for spring cleaning, ideas for outdoor activities, or seasonal recipes, tailor your content to align with the springtime vibe.

Grow Your Email List with Spring Giveaways:

Spring is the perfect time to grow your email list and nurture relationships with clients and prospects. Consider hosting a spring-themed giveaway or contest where participants can enter by subscribing to your email list. Offer prizes relevant to the season, such as gardening kits, picnic baskets, or tickets to outdoor events.

Spruce Up Your Website:

Just as you would tidy up your home for spring, refresh your website. Update your visuals with bright, cheerful images that evoke the spirit of the season. Consider adding seasonal promotions or discounts to entice visitors and keep them engaged.

Embrace the Power of Video:

With the longer days and warmer weather, people spend more time outdoors. Take advantage of this by incorporating video into your marketing strategy. Whether behind-the-scenes footage, product demonstrations, or customer testimonials, video content can help you connect with your audience more authentically and engagingly.

Now, I know what you're thinking – all these strategies sound fantastic, but who has the time to implement them all? Well, that's where I come in! As your trusty virtual marketing partner, I can help take some of the spring cleaning tasks off your plate, allowing you to focus on what you do best – running your business.

From managing your social media accounts to creating fresh, compelling content, I've got you covered.

Are you ready to breathe new life into your marketing strategy this spring? find out more?

Let's make it happen – together!

Yes! Let's Chat!

Cheers to a season of growth, renewal, and success!

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Eco Friendly Business Practice

Unlock Growth: How Eco-Friendly Practices Drive Business Success

Accountants, Accounting Firms, Bookkeeping, Business, Goals and Business Planning, Helpful Tips, Real Estate Agents, Sales and Marketing, Strategic Thinking
Eco Friendly Business Practice

Unlock Growth: How Eco-Friendly Practices Drive Business Success

virtual assistant

Are you ready to elevate your business while championing sustainability? Today, we're diving into the world of eco-friendly practices and how they can fuel your business growth. Yes, you heard it right – going green isn't just good for the planet; it's a game-changer for your bottom line. 

Think about the café where you get your morning brew. Sustainability is woven into every aspect of your experience – from compostable cups to recycling bins. How does that make you feel as a customer? It makes me feel pretty great! Well, your customers will feel the same about your business when you go green.

But it's not just about warm and fuzzy feelings; going green can bring tangible financial benefits.

I know what you're thinking. "Going green sounds like a massive undertaking!" Not to worry. Start small, set achievable goals, and gradually integrate eco-friendly practices into your operations. Every step counts!

Ready to get started? Here are some actionable tips:

Energy Efficiency: Investing in energy-efficient appliances, lighting, and heating/cooling systems can lead to significant savings on your utility bills. Plus, you may qualify for rebates or tax incentives for making these upgrades. It’s a win-win!

🌱 Reduce energy costs with LED bulbs. Learn more about energy-efficient lighting options at Energy Star.

Waste Reduction: By reducing waste and implementing recycling and composting programs, you can cut down on disposal costs. Plus, you might find opportunities to repurpose materials or even generate additional revenue through recycling initiatives.

🌱 Digitize your documents and processes to reduce paper waste and streamline your operations. Not only is it better for the environment, but it can also improve efficiency and accessibility.

Supply Chain Optimization: Choosing eco-friendly suppliers and materials can not only reduce your environmental footprint but also streamline your supply chain and potentially lower costs. Plus, consumers are increasingly demanding sustainable products, so going green could give you a competitive edge in the market.

🌱 Streamline operations and reduce costs by choosing eco-friendly suppliers. Join the Green America Business Network to access sustainable supply chain resources.

Brand Reputation: Consumers today are more socially and environmentally conscious than ever before. By aligning your business with sustainable practices, you can attract and retain customers who value ethical and eco-friendly businesses. This positive brand reputation can lead to increased customer loyalty and word-of-mouth referrals.

🌱 Source products made from sustainable materials or with minimal packaging to appeal to environmentally conscious consumers. 

Employee Engagement: Going green can also boost employee morale and productivity. When your team feels proud to work for a company that cares about the planet, they’re more likely to be engaged and motivated. Plus, implementing eco-friendly initiatives can foster a culture of innovation and creativity within your organization.

🌱 Embrace remote work options for your employees to reduce commuting emissions and overhead costs associated with office space. Discover more tips on inspiring your team from Carbon Trust.

Going green isn't just a trend – it's a strategic move that benefits your bottom line and the planet. So, what are you waiting for? Start embracing the green today. Your business, your customers, and the Earth will thank you for it!

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The Timeless Art of the Handwritten Letter

Business, Customer Care, Helpful Tips, Sales and Marketing
the handwritten letter

The Timeless Art of the Handwritten Letter

thetaskva

In today's fast-paced digital age, where instant messaging and emails dominate our communication landscape, handwritten letters symbolize thoughtfulness and personal connection. It's like finding a hidden gem in a world filled with shiny distractions.

Typically, your mailbox is overflowing with bills, advertisements, and perhaps a stray package or two. Then, amidst the clutter, you spot a beautifully addressed envelope adorned with an actual postage stamp. Instantly, your curiosity is piqued. You tear it open to find a handwritten letter, and suddenly, the world around you fades as you immerse yourself in the sender's words.

Why Write Handwritten Letters Today?

In an era when we can convey messages with the click of a button, why should you still consider the handwritten letter? Here are a few reasons:

  1. A Personal Touch: Sending a handwritten letter is like extending a warm, personal embrace. It shows that you've invested time and effort in communicating, making the recipient feel special.
  2. Memorable and Tangible: Emails get buried in inboxes, but a handwritten letter? It's a keepsake. People often save them for years, creating a tangible connection that endures.
  3. Escape from Digital Overload: In a world inundated with screens and notifications, a letter offers a break from the digital noise, allowing you to savor the moment of reading and writing.

But Email is Much Faster and More Convenient

A handwritten letter is a gentle reminder that some things are worth savoring slowly in a world that moves at the speed of light.

Pros:

    • Unforgettable personal touch.
    • Lasting keepsakes.
    • Escape from digital fatigue.

Cons:

    • Slower delivery compared to emails.
    • Limited use for urgent or business communication.

Tips for the Handwritten Letter

Now that we've established the value of the handwritten letter, let's discuss some tips to make it even more impactful in 2023:

  1. Choose Quality Stationery: Invest in quality paper and envelopes. A smooth, luxurious feel can elevate the entire experience.
  2. The Power of the Pen: Opt for a good-quality pen with ink that flows smoothly. Your handwriting will thank you, and so will the recipient.
  3. Thoughtful Content: Pour your heart into the letter. Share stories, express gratitude, or simply catch up. Make it personal and genuine.
  4. Addressing and Decor: Take time to address the envelope neatly. You can even dress it up with some tasteful decorations or stickers.
  5. Timing Matters: While emails are often about instant responses, handwritten letters allow you to choose the perfect moment to send your message, such as a birthday, an anniversary, or just because.

The handwritten letter is a timeless art form that continues to captivate hearts, even today. It's not about abandoning technology but about enriching our connections with something as simple and beautiful as a handwritten note. So, the next time you want to express your feelings or make someone's day, consider picking up a pen and letting your thoughts flow onto paper.

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customer care

High-Touch Customer Care

Accountants, Accounting Firms, Business, Customer Care, Sales and Marketing, Social Media
customer care

High-Touch Customer Care

virtual assistant

Gary Vaynerchuk, serial entrepreneur and one of the most sought-after public speakers today, has stated that the best marketing strategy ever is to simply care, and high-touch marketing shows that you care.

Now imagine if you took that same marketing strategy and used it in your customer care program.

High Touch, as defined by yourdictionary.com, is dealing with or interacting with a human being as opposed to transacting with computers or high-tech.

High-touch customer care focuses on human interaction, dealing with or interacting with your clients as human beings in a personal and empathetic way using low-tech methods.

High-touch involves ensuring that you increase the human factor in all your client-facing efforts. Even though most of your business may be conducted online today, your customers still value social interaction, and because of this fact, high-touch methods can be the differentiator for your accounting firm.

As an Accountant or CPA, there is one thing that can set your business apart from the giant multinational corporate firms - the individual care you can give a client. You can offer a better experience to your clients because you understand their journey and how it relates to what you can offer them at that point in terms of service and education. By prioritizing a personalized approach, you can create an unrivaled customer experience that not only sets you apart from competitors but also fosters loyalty and trust and ultimately drives your bottom line.

High-touch consists of creating hyper-personalized experiences for your clients.

Clients value experiences today more than ever in the history of humans. The great thing is that you can do that more easily because, as a small Accounting firm, you are able to personalize the client experience, individually. The hard part is developing that experience, virtually.

Many Accountants and CPAs had to pivot to a virtual environment during the Covid-19 Pandemic, and, as a result, those online businesses and websites had a more attentive audience.  Now that restrictions have lifted and people are slowly returning to a life outside their home, and away from the computer, you want to be careful with how you nurture that audience; finding the correct balance to keeping their attention, without coming across as a used-car salesman.

Clients Want to Feel Special

The higher value client experience will translate into your customers feeling like VIPs.

When clients feel like very important people, they are more willing to pay more for that upgraded experience. People will pay for value, and feeling special makes them feel important.

By taking the time to listen, empathize, and engage with your customers truly, you demonstrate a genuine commitment to their satisfaction. This personalized approach not only enhances their overall experience but also builds a strong emotional connection, creating excitement and passion because they are getting more of what they really want from you, making them more likely to become brand advocates and repeat customers.

The most important marketing skill you have is to listen to your clients.

Really get to know your client.  Read all correspondence between your firm and the client. Take notes about their problems, issues, and happiness. Fill in the information in your client file as you discover it.

Using your client files, create a full profile for each of your top clients that include their name, demographics, family information, services they receive from you and potential areas of growth, communication history, social media profiles, websites, and more. The more information you can find that is relevant to your offerings, the better.

Do make sure to set a schedule for learning about your top clients, as doing this can be remarkably interesting but quite time-consuming.

Create personalized interactive communities for your VIP customers to join and really bring the conversation with your best clients to a new level. Bring your clients closer to you so that you can help them more and they can learn more. The more open you are, and the more they learn from you, the more likely they are going to stick around when you announce your price increases.

Another way to get to know your clients is through their websites.  Find their websites if they have them based on the information you can find in your system. If they do not have websites, that’s okay. You can find out information by who they follow on social media, and the sites they like to visit.

Social Media is Not a One-Way Virtual Street...

Friend/Follow their social media. Ensure that you follow or friend them based on the information they have given to you. If you discover that you do not have that much information on them, see if you can find them following you on your social media platforms so you can follow them back. If not, invite them to follow you so you can follow them back. Quick side note here - hiring a social media manager can greatly help with this task!!

High-touch customer care is using personalized marketing methods that provide a lot of human touchpoints and can easily be incorporated into your business model by:

More Segmentation – The more you can segment your audience, the better. Using the technology to break down your customers into smaller, more personalized groups will help you develop the right offers as well as content to market those offers.

Extreme Personalization – With extreme personalization, it can’t be automated. This is going to include doing things just for one client at a time. For example, sending a thank you note in the mail after they sign on.

Personal Phone Calls – Give your clients a call to thank them and offer your personal help. Most of the time, you’ll end up leaving a message, but they’ll still feel super special getting a call of thanks from you.

Relationship Building – Find out who your top ten clients are and focus on following them on social media and interacting with them more. You can also send surveys to incorporate technology in helping build the relationships closer.

Customized Packages and Offers – Develop a special offer that is just for your top ten. Talk to them and let them tell you what they want, then give it to them.

Ultimately, high-touch customer care is all about super personalized marketing that provides a way for you to include your unique human touch for your clients - all of them, not just the top ten.

Implementing high-touch customer care and personalized marketing strategies is truly a win-win for your business. By investing in these practices, you demonstrate your commitment to exceptional customer service, earning the trust and loyalty of your clientele. In return, your customers reward you with increased engagement, repeat business, and positive word-of-mouth referrals. Additionally, through personalized marketing, you optimize your marketing efforts, ensuring maximum impact and return on investment.

Wondering if you need a virtual assistant? Imagine if you could get rid of all the time-wasting tasks that clog up your schedule and just focus on what matters most to your business. Sounds good, right?

Contact me at Info@thetaskva.com for more information, or schedule a quick 15-minute chat.

Take our quiz and see if you need a helping hand.

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defining a virtual assistant

Getting the Help You Need Virtually

Bookkeeping, Business, Customer Care, Sales and Marketing, Social Media, Time Management, Virtual Assistant News
defining a virtual assistant

Getting the Help You Need Virtually

virtual assistant

In today's fast-paced business world, accountants and Certified Public Accountants (CPAs) often find themselves overwhelmed by a multitude of tasks. Keeping up with all of the routines can be difficult. There are fifty million things to accomplish in one day with too little time and too few people to help. However, with the rise of virtual assistance, they can now access a valuable resource that can alleviate their workload and enhance their overall efficiency.

When you need an extra helping hand, look to a virtual assistant.  Most VAs offer a variety of services, from administrative to technical to creative, and will advertise themselves in their area of expertise.  For example, some assistants will focus on designing websites for you and maintaining the website or database after completion.

One of the benefits of hiring a virtual assistant is cost savings.  They will work for you from their own home office; they are not employees, so you do not need to pay employee tax or benefits. Partnering with a VA allows you to pay for the work you need and not for idle time.  Simply put, if there is no work, you don't pay them.

Finding A Virtual Assistant

Finding a reliable virtual assistant begins with clearly defining your needs and expectations. Consider the specific tasks you want to delegate, such as data entry, bookkeeping, tax preparation, or client communication. Look for virtual assistants with a background in accounting or finance to ensure they possess the necessary skills and understanding of your industry.

You can find virtual assistants through reputable online platforms such as VANetworking, the VA industry's market leader since 2003, that connect businesses with skilled professionals. Take the time to review their profiles, read client testimonials, and assess their qualifications and experience. Conduct interviews to ensure a good fit and discuss their availability, communication methods, and work processes.

Pricing a Virtual Assistant

Pricing for virtual assistant services can vary depending on factors such as experience, skill level, and the complexity of tasks. Some virtual assistants charge an hourly rate, while others offer package deals or retainer-based pricing. Consider your budget and the value you expect from the virtual assistant's support. Keep in mind that investing in a skilled virtual assistant can lead to significant time savings and increased productivity.

Benefits of a Virtual Assistant

Short-term Benefits:

Quick Onboarding: Virtual assistants are experienced professionals who can adapt swiftly to new environments and tools. They require minimal training, allowing accountants and CPAs to experience immediate relief from their workload.

Cost Savings: Hiring full-time staff to handle temporary or seasonal tasks can be costly. Virtual assistants offer a cost-effective alternative, as they can be engaged on an as-needed basis, eliminating the need for long-term commitments or benefits packages.

Diverse Skill Set: Virtual assistants often possess a diverse skill set beyond basic accounting tasks. They can offer support in areas such as project management, marketing, research, or customer service, providing additional value to your business.

Long-term Benefits:

Time Savings: Virtual assistants can handle time-consuming tasks such as data entry, report generation, and document organization. By delegating these responsibilities, accountants and CPAs can free up valuable time to focus on core activities, such as financial analysis, strategic planning, and client consultations.

Enhanced Efficiency: Virtual assistants bring expertise and efficiency to repetitive tasks, ensuring accuracy and timely completion. They can assist with bookkeeping, reconciliations, and other administrative duties, reducing the risk of errors and allowing accountants to work with confidence.

Scalability: Virtual assistants provide a flexible solution, allowing businesses to scale their support according to workload fluctuations. During peak periods, such as tax season, virtual assistants can handle the increased demands, preventing overload and burnout among the accounting team.

Incorporating a virtual assistant into the workflow of busy accountants and CPAs can significantly improve productivity, efficiency, and work-life balance. By carefully selecting a virtual assistant with accounting expertise and considering pricing structures, accountants can unlock long-term benefits such as time savings, enhanced efficiency, and scalability. Additionally, the short-term advantages of quick onboarding, cost savings, and a diverse skill set make virtual assistants a valuable resource for accounting professionals seeking to optimize their operations in today's digital age.

Have questions? I'm here to help! Set up a NO OBLIGATION, and TOTALLY FREE call to discover the possibilities!

Let's Chat

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Outsourcing

Outsourcing: The Key to Success

Accountants, Accounting Firms, Bookkeeping, Business, Goals and Business Planning, Real Estate Agents, Sales and Marketing, Social Media, Strategic Thinking, Time Management, Virtual Assistant News, Working From Home
Outsourcing

Outsourcing: The Key to Success

virtual assistant

Think back to when you first set out to build your accounting business. Do you remember what your “wants” were? For most, whether building a small business or becoming an entrepreneur, the first need, or “want,” was to have a successful business that provided the income you needed without overtaking your life.  Working in the Corporate world was sucking your life away. Sure, you had an awesome career, maybe an excellent salary and title, but at what cost? You were missing out on the joy of life for long commutes and long hours. So you decided to take matters into your own hands.

Fast forward – six months? One year? Five years? Are you enjoying your business success and living that full and rich life, both professionally and personally? If you are, Congratulations! But I’d be willing to bet you are still overworked.  So how do you build that successful business and get everything you want? The key is outsourcing.

My Story

My story is very similar to many independent contractors. I was in the Corporate world, living the dream. I had an excellent, well-established career, a fantastic salary and benefits, and a commute from hell. But I loved my job. Then my company had a corporation-wide restructuring, and I found myself without a job. Trying to land another job in an unstable and volatile employment outlook proved futile and frustrating, so I stopped looking and decided to build my own business. My first thought was, “what do I want to be when I grow up.” After careful deliberation, I knew what would make me happiest would be helping others.   I thrived when I was employed as a secretary, an administrative assistant, and even an assistant manager. I was at my best in these positions because I was helping, I felt needed, and I knew I was making someone’s life a little bit easier.

So I did what makes sense to me, leveraged all my years of experience and skill set, and became a virtual assistant. Now I help accountants and CPAs like yourself with those annoying daily tasks, so you have the time to focus on growing that business you worked hard to build. This is the number one reason why virtual assistants exist and why we outsource our skills to you. Keep on reading to learn how outsourcing helps your business.

How Will Outsourcing Help My Business?

GROW 
Outsourcing can improve your efficiency, cut costs, speed up product creation, and give you time to focus on the important planning and directing that a business owner must do, aside from doing the actual tasks in the business.

BOOST RESOURCES 
Outsourcing adds key resources and skills to your arsenal. No need to learn how to manipulate Excel or take a coding class when you can hire someone to do it when you need it.

SAVE MONEY 
Outsourcing means you pay your independent contractor only when they are working on your tasks, and you do not pay for non-productive hours.

REMOVE BOTTLENECKS 
When you start to outsource tasks in your business, you’ll notice bottlenecks start to clear up, and tasks are being completed more efficiently. Because the truth is, in most small businesses, the bottleneck is the business owner.

FREE UP YOUR TIME 
As a business owner, you have a lot to do, but you don’t have to do it all. You started your business to offer your expertise and your point of difference, not spend your day on mundane and overwhelming tasks. By hiring a virtual assistant, you focus your talent on doing things that only you can do.

IMPROVE CUSTOMER CARE 
The truth is, someone else can probably do some things better than you. Because of that, if you outsource to the right people for the right things, you can improve your offers, thus improving your customer satisfaction dramatically.

How Do I Outsource Successfully?

Before you start the search, define what it is you want to have done. Being clear on the parameters of your project is half the battle. Here are seven tips to help you along:

  1. Know What You Want – Prepare a detailed job or project description highlighting the expected deliverables, timetable, and budget.
  2. Hire More Than One – Outsourcing based on the parts of a project, such as writing, editing, and formatting, may turn out a better product. And bonus, if one gets sick, the project doesn’t come to a halt or fall back on you.
  3. Know Your Budget –  This is a very important step. You need to know the range you are able to pay for the projects you’re trying to outsource.
  4. Do Your Research – Visit their website, check out their social media pages, read their reviews and testimonials. Remember the saying, “if it’s too good to be true, it probably is.” Always check up on anyone you plan to work with, especially if they will be associated with your business name. You would do this if you were hiring an employee, and you should do it anytime you plan to have someone work for your company, no matter the status.
  5. Respect Their Business – Chances are, your independent contract will not be exclusive to you as they are not your employee. How many active clients they have or how they produce your deliverables is not any of your concerns. Use a non-compete statement in your contract to protect your business and clients.
  6. Communicate Regularly and Quickly – A regular touch base is important, especially with long-term projects or retainer bases services such as office admin and management. When your virtual assistant has questions, try to respond back as quickly as possible with the answers.
  7. Pay on Time – This is probably the top three if not the number one complaint most virtual assistants and independent contractors have. If you promise to pay them a certain amount of money for their service, pay them according to your agreement. Don’t hire people if you don’t have the funds to pay at that moment.

Outsourcing is the biggest key to your freedom. Remember that many things you need to be done can be done by someone else. You really can hire experts remotely for a lot less than you think and increase the capabilities of your business fast.

Need a virtual assistant? Schedule a call with me personally! Let's talk about your business and how I can help you.

Not sure what you can outsource to a Virtual Assistant? Download my helpful checklist and discover all the tasks you shouldn't be doing!

Free Download

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build a business plan

Don’t Rush Into Business! Slow Down and Do This First

Business, Goals and Business Planning, Helpful Tips, Sales and Marketing
build a business plan

Don't Rush Into Business!

Slow Down and Do This First

virtual assistant

Everybody wants it now. We live in an instantaneous world – news reaches millions of people as it's happening. Gone are the days of waiting a week for a letter. I remember writing my cousin and then waiting for her return letter, which was always at least two weeks. Do you remember seeing something you had to have in a magazine and ordering it – 6 to 8 weeks delivery time! So be honest, with online ordering and same-day delivery options, we only begrudgingly accept delivery of over two weeks if that's the only option we can find. Many, myself included, will check Amazon first for our wonderful "Prime one day" shipping. I recently saw an ad for a cute animated pumpkin, and rather than go to their website, pay $15.99 shipping and handling, and have it take 2-4 weeks to deliver, I found it on Amazon, and my daughter received it two days later.

I do have a point to make. Many of today's start-up companies and existing businesses have the same mindset. We all want a successful, thriving business with clients lined up around the block, and we wanted it to happen yesterday. Let me pause this thought and tell you I have almost zero patience. I can probably think of over a hundred things that are longer than my patience, such as the time it takes for an embarrassing Tik Tok to trend! My mother would always tell me to have patience, "good things come to those who wait," and that brings me back to my point. A successful business, a trusted accounting firm, or a top dog Realtor does not happen overnight. It won't even happen in a week or 30 days, but if you work at it and start at the beginning, it will happen.

"If  you build it, they will come."

I have had five businesses, of which only one is successful. I attribute that to my awesome coach, Tawnya Sutherland, who grabbed my reins and pulled me back. I wanted immediate success. I would get an idea in my head, and I wanted to see it come to fruition yesterday! That is the only reason my other businesses did not survive. I jumped right in without planning and went up the creek without a paddle. I almost did that with TASK Virtual Assistant! But I slowed down and worked on a five-year plan. Let me share some tips to help you build your plan:

Create a Business Blueprint

There are a TON of resources on business plans, business goals, start-ups, etc., so I will not get into the how's. But just like an architect needs blueprints before building a house, so do you before building your business.

Your blueprints should "draw" out:

Product and service development – What is it that you bring to your market? What purpose did you go into business to fulfill? Jennifer Todd, owner FutureView Advisory and FutureView CPA asks, "Are you selling the right thing?"

The definition of a business person is someone who solves problems for others at a profit.

Marketing and Sales - This is easily the most essential part of any successful business. You may have the most remarkable invention on the planet, but if you lack marketing and sales, you are setting yourself up to fail in business.

Learn About Your Target Audience and Industry

The more you understand who you are marketing to, the better you can convert them into paying or loyal customers. Interact with them on social media and ask for feedback after they purchase your products, services, or content.

Be Ready For Financial Setbacks

I was always told not to expect a profit in the first five years. Educate yourself regarding business finance. This includes paying yourself and the costs to create content, accounting systems, other tools, and much more. A poor grasp of finances is one of the most common reasons businesses fail, which is why you should set it up correctly and find the appropriate funding before you start.

Know Your Wants, and Don't Wants

You would think that with all of the opportunities, technology, and variety available in the world today, people would have an easy time defining what they want. Unfortunately, the opposite is actually true. Our world has become so fast-moving and hectic that many people have lost touch with themselves and what is important to them. When asked, many will quickly respond with a quick (and immediate) want: "I want my mortgage paid off."

List out a few wants and don't wants, then write out WHY next to each one. This exercise will help you when it comes time to create your mission and vision statements.

I cannot guarantee that by following these tips you will see a five-digit income or that your accounting firm will hit the Forbes Best Tax and Accounting Firms, but I do know that without a plan, you will not grow your business.

Don’t Rush Into Business! Slow Down and Do This First Read More »

personalized marketing

Personalize It!

Business, Customer Care, Sales and Marketing
personalized marketing

Personalize It!

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When your clients are happy, they stick around. Studies show that having long-term clients helps you build a trusting relationship which makes it easier to ask your clients for referrals and testimonials. A key ingredient to keeping your clients happy is personalized marketing. 

Some of the benefits of personalized marketing are:

➳ Create a more familiar connection between you and your customers by providing them with content that is relevant to their needs.

➳Provide a better experience for your customers because they get what they want when they want it.

➳Boost customer retention because customers feel like their interactions with the company seem more personal, more important.

➳Keeps your customers interested in your product by providing them with exclusive offers, discounts, and deals just for them.

And, in order for personalized marketing to be successful, you must first know your customer:
1. Research your client
What are their pain points? What are their happy spots? You can use the information you find out about them, and the tools of your trade, to help solve their problem so that they can move through your funnel to the next solution.

 

2. Follow them on social media
Set up alerts on your social media accounts and on Google, to get their updates first. This is going to enable you to check out the messages your top customers are sharing and stating to their friends, family, and if they’re also business owners, their audience.
You can also use their social media to help them by sending messages based on their behavior such as, “I noticed you shared that article about social media marketing. You’ll probably like this article too; I especially liked this part...” or, if you observe them trying one tactic, but you know another one is better, just give them the idea through a personalized message.

 

3. Visit their website
What are their offers? How does the website look? Does it load quickly? What about their keywords and phrases? Do a search and see where they fall. Use this information to send them a personalized web service.
Your goal here is to keep informed about what your clients' current needs are and use that information to offer customized advice based on their actions.

Our jobs as marketers are to understand how the customer wants to buy and help them do so.

-Bryan Eisenberg

So now you have all this wonderful information, what do you do with it? You may not have thought about it before but there are plenty of ways that personalized marketing can help you connect with your clients:
Record a Personalized Video Message 

One way to really wow your top clients is with a private, recorded, personalized video message. You can do this to promote something, to say thank you, or just to say hello or happy birthday. Videos are a hot trend in marketing today, and a personalized video takes you over the top!

Customer Anniversary 
The day your customer first became your customer is a very important date that you should remember. You can use your shopping cart software to examine this information and get the right dates, or the day they signed your service contract. Sending your customer an anniversary message and "thank you for being my customer” message is a great way to create deeper, more trusting, and long-term relationships with your customers.

Customer Birthdays 
Knowing customers’ birthdays is beneficial because it shows customers that they matter enough to remember their special day and it allows you to better tailor communications to your client. Send a specialized birthday message, bonus points if you send a personalized video, to thank them and give them a little coupon or even a real gift, like an Amazon or Starbucks gift card. Get creative and send a QR code to take your customers to the video. Put it on a creative and fun e-card, or add it to a birthday card you plan on sending through the mail. Add something sweet and chocolatey, and you’re a winner.

After Purchase
Whenever your big clients make big purchases, they deserve a little extra high-touch. Send them a personalized thank you mentioning what they purchased, and offering to give them the extra help they may need to make their purchase a success.

Before a Big Event 
If you’re having a big event that your top customer is part of or coming to, send them a personalized message that thanks them, assists them, and makes them even more excited for the event.

New Launch 
If you are getting ready to have a launch, and your product is ready but hasn't hit the market yet, open it to your top customers first. Let them in on the sale early by sending a personalized recorded video message with a link to a personalized “secret” sales page.

Goal Success
Did your client or customer reach an important milestone or goal? Send a special personalized recording as soon as possible after they have achieved success to help them celebrate.

To Say You’re Sorry
Have you ever made a mistake or had something that didn’t go as planned? Heartfelt apologies can go a long way, and a recorded video apology will really wow them.
It has been proven that doing just a little extra will make you really stand out to your top customers and result in an amazing payoff! And bonus? It's actually going to be enjoyable to do, and you’re going to get a lot of valuable information from these customers. They will be helping you perfect your marketing messages to all your customers today and in the future. Plus, due to the added personal service you're providing to your customers, they’ll end up acting as brand advocates, and they’ll likely brag about it again and again to everyone they know.

Good marketing makes the company look smart.

Great marketing makes the customer feel smart.

-Joe Chernov

I would love to hear your ideas on different personalized marketing techniques. Feel free to add more ideas to the comments.

Personalize It! Read More »

Negative Social Media Comments: How to Deal

Sales and Marketing, Social Media, Uncategorized, Virtual Assistant News
negative-comments-social-media

Social Media Is A Relationship Building Tool

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As you become more popular you’re going to get more people who love you, but also more people who hate you. Some people don’t even hate you, they just like to be trolls. It’s important to know how to deal with these types of people so that you can use social media marketing to build traffic, make more connections, and increase your return on investment.

Develop a Policy

If you have many people helping you manage social media, you need to develop a policy. There is a difference between a troll and someone who has something negative to say. Therefore, you want to treat them differently. A troll should be blocked, and their comments deleted. Someone who is negative might just need some extra attention to turn them around.

Ignore Real Trolls

When someone is a real troll they have nothing useful to say at all and are intent on disrupting a discussion or even an entire business. These types of people may even be paid. You have no way of knowing. The best course of action is to ignore them, delete, and block them. There is an exception to this rule. If the issue becomes widely known due to not deleting fast enough you may have to fight back by outing the troll for who they are and let your real audience deal with them.

Make a Joke Out of It

Sometimes trolls and negative people are a little bit funny. It depends on your audience of course, but if you can make a joke out of something that’s a great way to deal with it. For example, if someone asked you what’s taking so long for a shipment to get to them and you know you mailed it the day they ordered it you may need to point out in a humorous way that you have no control over the post office.

Look for The Deeper Message

Sometimes trolls or people who make negative comments are just unhappy people who need something. If you can read between the lines and find a better message answer that message and ignore the nastiness. Killing them with kindness can work very well for riding your feed of trolls.

Hire or Get Volunteer Moderators

When your community grows very large you may need to get help managing your social media to prevent the proliferation of spammers and trolls from taking over your page or community. One of the reasons some big-time coaches have ended their Facebook Groups has to do with poor group management. If it’s getting too big, get some help.

Build Relationships with Your Community

Don’t just talk one way to your community. Don’t just sell them all the time. Have real conversations with members of your community and let them get to know you. When someone is nasty or trolling they’ll report it and probably attack the offender on their own even if you’re sleeping in bed.

Show the Facts

If it’s appropriate baffle the negative person or troll with facts. If you have facts you can prove with real study and research, you’ll find that most of your community will value what you’re saying a lot more than someone who drives by with some negative info.

Dealing with trolls and negative people can be daunting. But, if this starts happening take heart in the fact that it’s mostly because your community is growing, which is a good thing. But don’t take it personally. When it’s possible the very best thing you can do about a troll is not provide a platform for them and delete and block them.

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Social Media is a Relationship Building Tool

Sales and Marketing, Social Media, Uncategorized, Virtual Assistant News
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Social Media Is A Relationship Building Tool

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Social media is an amazing invention that puts word-of-mouth marketing on steroids. It’s like having a coffee shop, community center, and bar all from the comfort of your home where you can talk to a wide variety of people about almost any topic you can think of. That’s why, at its heart, social media is a relationship building tool.

Building relationships online takes a little time and effort but the pay off is huge. Let’s look at some ways you can use social media to build relationships.

Be Authentic

No one likes to find out someone they admired lied. If you’re not running a six-figure business don’t try to tell others how to do it and don’t make people think you are. You will be found out. Instead, just be who you are, because that’s so much easier. You won’t ever have to feel fake or get nervous because you are who you are.

Understand Your Niche

Every single day keep studying your niche and your audience. Killer apps come along every single day and disrupt businesses all across the world. It can happen to you too if you’re not keeping your ear to the ground and paying attention to industry news. Consider how fast technology is changing in relation to your niche so you can stay ahead of the game. Plus, when you show a deep understanding you can better engage intelligently with your audience.

The Customer is Right

Most business owners hate hearing this but even when the customer is wrong, on social media the customer needs to be right. Do not fight with customers on social media. Even if they say hateful things cancel out all that and address only the issue at hand that you can fix for them. They likely told you how they want you to fix it, so now it’s up to you to do that, even if they’re really wrong because the optics of this type of situation on social media can spell the end of any business fast.

Create Brand Ambassadors

One way to make your customers rave about you is to rave about them. Share projects with them that aren’t complete, ask their advice. Use social media to communicate directly with your audience. Make them feel as if they’re part of your company because you listen to them so much that the products and services you create make some of your audience feel as if you’re reading their mind. You can even incentivize some of your customers by making them referral partners if you wish.

Follow Everyone Back

On some social networks, you have a choice of following people back who follow you or not. But, you should follow them back. The more people you have in your social networks the better. You never know who they’re connected to that might see something they “like” or share of yours so always when possible reciprocate. One exception is your personal Facebook Profile where you only get 5000 friends.

Building relationships with your audience can take some time. But, once you set up a process for succeeding with social media marketing to build traffic to your website, if you don’t skip the engagement portion of social media marketing you’re going to do fabulously.

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Evergreen and Immediate Social Media Traffic Tactics

Sales and Marketing, Social Media, Uncategorized, Virtual Assistant News
evergreen

Evergreen and Immediate Social Media Traffic Tactics

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When using social media to drive traffic it’s important to recognize that some activities provide short-term, quick bursts of traffic while others work for the longer term.

For example, when you post something on Twitter, it runs through the feed and people either see it and click on it, or they don’t. When you put something on Pinterest it’s searchable for as long as it’s on Pinterest and will send traffic for the long-term.

Ensure that you have a good mix of evergreen content and trending content with the focus primarily on evergreen content. This tactic allows you to use social media marketing successfully to drive traffic all the time, not just when you share something in the moment.

  • Read Industry News – This is a great way to find things to share on Twitter, but also provide good fodder for original content that you can create for other platforms like Pinterest or a blog post for your blog.
  • Provide Quality over Quantity – Whether it’s evergreen content or trending content ensure that anything you create, or share is high quality, accurate, and relevant to your audience. In the quest to find content to drive traffic it can be tempting to skip that step but if there is no reason that is relevant to your audience to share the content, don’t do it.
  • Mix it Up – Do both Evergreen content and trending content. Set up your Social Media Planner according to your promotions you already know about, industry events you already know about, and then keep up to date on the news so that you can add in trending information. Share all of it across all of your social media platforms.
  • Change up The Format –Don’t focus your content on only text content. Use different formats to present the same content. For example, if you read a trending article that really made you think, make a video about it to introduce it and then link to it.
  • Add in Seasonal Content – One type of trending content that you should consider adding if it’s appropriate for your niche is seasonal content. Let’s say your industry group is having a Christmas party, that’s something to talk about and to blog that will get a lot of attention.
  • Share Everything – Whether it’s evergreen content or not, focus on sharing it in its various forms on every social media platform that you use. That way you get both short bursts of traffic plus set yourself up for having traffic build slowly over the long-term.
  • Focus More on Evergreen Content – The most important content you can create for your business is evergreen content. That is content that will be useful to your clients for a long period of time. With today’s advancing technology it may not be good forever, but evergreen content should be good at least a year.

Evergreen content, for the most part, will start on your blog. It doesn’t matter if it’s text content or content in another form, but it's on your blog too. Trending content sometimes will go on your blog first, but often it’s a matter of sharing it because someone else talked about it. But sharing it is important too, because it shows that you’re paying attention to your industry.

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