Personally Virtual Blog

22nd October, 2018

I’ve turned up at a few networking meetings lately with a spare brain. Well, not an actual spare brain but a visual representation. It really is astounding what you can buy on Amazon.

The reason for this is that I was trying to describe a role I play for a number of clients – either officially or unofficially.

We have all been there – we have too much on and it’s not only the physical written list of tasks undone (which may or may not reflect reality as sometimes you’re so busy you can’t even keep up with that) it is the brain which has so many balls spinning it’s like being in a snow globe. And it’s all down to you – the client stuff, the legal stuff, the money stuff. All you. And, when there are too many balls for any one human to contend with, it isn’t long before one gets dropped. Maybe two. Then time is wasted fixing whatever went wrong and you’re even further behind. It’s not much fun. It is time, you think, to get a Virtual Assistant and get some of these balls delegated.

Typically, people think of Virtual Assistants as doers. People to pass tasks on to in order to get stuff done. And we certainly can do that and do it very well. But that all takes you time to decide what needs doing, delegate it efficiently and then quite often do something with whatever gets sent back. It might clear a few items off the to-do list but does it free up any of your brain space or is your ball just suspended for a short time?

Working on an ongoing basis with a skilled and experienced VA is like having an extra brain. If you let your VA be an integral part of your business, share your tasks and goals they can be much more than a doer of tasks. They can, in fact, make you a better business owner.

Using a VA in this way means you might hear some of the following:

  • Do you want me to chase up that meeting you emailed about?
  • You’re off to Sheffield in a few weeks, want me to sort you some train bookings before the price goes up?
  • OK, you’ve just said yes to that new bit of work. Don’t forget you need to allow at least a day to prep that workshop, is it all going to fit? Do you need me to reschedule anything non-urgent to clear you some writing time?
  • Hello! Happy newsletter day! Do you have any text for me?

And so forth. Think of it as warm and positive nagging if you will! But thinking ahead for you based on your diary and your workload, or, if you want it, even your personal life. As a PA, I used to be described as the office mum and I’d be discreetly making sure none of my charges forgot mother’s day or to book a table in the first week of January for valentines night.

And we all know that at the bottom of the list are the internal jobs, the ones that no clients are shouting for. A VA can make you accountable to your own self-imposed deadlines and as we’re usually a pretty organised bunch, we love helping people get more productive so if we can automate things or make them quicker we will.

As a partner in your business, we can be so much more than just a task monkey. We get to understand you and your work more, we get better at helping you, make you more efficient and give you more time for the stuff you do amazingly that no one else can.

Lastly, we are also people! Albeit virtual people. And as partners, we come to care about our clients and their successes. I know that I am with the right client when they call me to tell me that X went amazingly or that they won Y bit of new business. They don’t need me to action anything, they just want to tell me because they know I’ll want to know because I am on their team.

Getting my geek on

Those of you who know me may know that I am rather obsessed with productivity.  If there’s a book, a podcast, a method, an app or a planner I am all over it. It’s an extension to me of being organised.

My latest bit of research into how to get more stuff done in less time (because let’s face it, that’s the point of the exercise!) is an entire webinar on efficiency. I realise that spending a good few hours on a webinar about efficiency may not be the best use of my time, but, I love it. And I don’t care!

My recent foray into all thing productivity was a seminar by Michael Hyatt (

He looked at 5 things that contribute to a more productive life. Here’s my precis of this session.

Number One – Start with Rest

Did you know that is you routinely sleep less than 6 hours it can reduce your cognitive function to that of a drunk person? If you want to be making good decisions, creating quality outputs you need to be aware of whether you are getting enough rest. That’s sleep, relaxation and time off doing other stuff.

Number Two – Cull your List

Who has a To Do List that is like War and Peace? Are you really going to do everything on that list?

Are there things you can delegate or dump? When you look at your list, what is building your business, what is making a difference? And what has been lurking, put off day by day (week by week) and can you honestly admit you'd have got your backside in gear and done it already if it was that important? Cull it!

Number Three – Batch your Work

I love this. It's extreme common sense really.

I'm cooking my dinner, I've got the oven on, a bowl full of washing up water and the kitchen is already pretty messy (I'm a creative cook!). So while I'm making my shepherd’s pie and the oven is on, I'll also bung in a jacket potato for lunch tomorrow and as the kitchen is already like a bombsite I'll knock up some soup. Isn't that more efficient than making tea, then clearing up, then coming back to the kitchen 2 hours later and starting again?

The same is true of work things. Like, writing, get into writing mode, write all the various things you need to write for yourself, clients etc. in one batch. Recording webinars or lives? Slap on your makeup and your non-baggy top the once instead of 3 times and do a few "public facing" things in one go.

If your energy or state for the task takes some getting into (sales calls!) just get into it once and then do as many as you need to do rather than flitting between them.

Number Four– Tame your Tech

No one doubts that technology has improved our ability to get stuff done. When it is used wisely!

"Hello, my name is Kathy and I'm addicted to my smartphone"

New stats on my iPhone (see settings, you can set limits and everything!) on how often I pick up my phone and how long I spend on it a day (0.02% on calls!) shows me how bad this is. I have started putting my phone in another room a few times a day.

I'm always disciplined around email, I have 3 slots through the day to check emails and reply and I have notifications turned off on everything. But I can certainly try harder in other areas.

Are you using your technology wisely or is it your master and you're the slave to the ding?

Number Five – Drop your Drudgery

Is your day filled with a hundred things that bore you senseless? Are you nose down in a pile of work that you aren’t loving? Maybe, it’s time to outsource some stuff.

We all have things we find dull about work and pretty much every job will include some things that aren’t wildly fun and sexy. Even Tom Cruise has to sit and learn his lines!  But if the drudgery is taking over and draining your energy for the bits you do absolutely love to do, it’s time to make some changes. I’d like to note that one of the first things Michael Hyatt did when setting up his business was to hire a virtual Executive Assistant so he could hand over the stuff that could be done by someone else. 

Or think in terms of other outsourcing – could you get a cleaner, a dog walker, some extra childcare, someone to do the ironing? These days you can have help in so many areas of life, leaving you to spend more time doing what you love.

Or as we say; “outsource everything but your brilliance”.

References and further reading

Sleep stats:

26th September, 2018

Picture this – you’ve just rolled up to your favourite Chinese Takeaway, desperately in need of Prawn Toast, and as you reach the doorway your heart sinks… ‘Closed for Refurbishment’.  It’s a little disappointing, but it’s understandable; so many businesses with physical premises (rather than virtual ‘work from anywhere’ businesses) have to close their doors for a few days every couple of years for a super-clean or complete refurbishment, and we understand why; if we want them to continue to be comfortable and welcoming spaces to visit, or if we want their staff to be using the latest equipment so that they can carry out their jobs as efficiently as possible, they need a little time to do this.

The idea of being ‘Closed for Refurbishment’ is an interesting one. It’s not like a business owner is away on holiday (though this is perfectly reasonable too!), or simply can’t be bothered to open up.  As customers, we understand that a business owner is investing in their business if they are re-vamping their premises, and despite any minor inconvenience that this might cause us, we have to agree that it is a sensible business move.  For the vast majority of freelancers that I know, shutting down shop for a few days for a physical refurbishment of their working environment is unlikely to be accepted as a legitimate reason for restricting their billable hours for a couple of days! But why is this the case?

Everybody knows the feeling of working consistently long hours in an unappealing working environment… you can’t find anything, you might be physically uncomfortable in the space, and it’s hard to feel motivated and inspired when your surroundings are cold/damp/unfinished/messy. From this perspective, taking a couple of days out for a physical refurbishment or deep clean and tidy could be a justifiable business expense, as if your productivity and motivation increase significantly post-refurbishment, then the ‘loss’ of a couple of days of billable hours could be absorbed by the increased income you are able to generate in your swanky new office, where everything is simple to find and use!

However, it doesn’t just have to be a physical refurbishment that demands a short-term business closure… what about if you were to invest in some new hardware or software to streamline your business processes?  If it takes your PC 90 minutes to warm up, and it is constantly crashing or causing problems, imagine how much time you could save with some new technology? Even if your computer or laptop is working perfectly well, there are a huge range of productivity tools out there that promise to free up whole days’ worth of working time every week or month (for example, marketing and sales automation software, if that is an area that you currently spend a lot of time working in)… so if you were able to take a couple of days out of the office to set up the software, familiarise yourself with it and integrate it with your own business processes, in the long term it is highly likely that you would be able to recover the ‘lost earnings’ with income from your newly improved and super efficient business!

Whether or not you need to shut down for a physical refurbishment of your working space, or a revamp of the technology and tools you use to run your business, closing down for a few days and giving your customers plenty of notice of that closure should still be an option for remote freelance workers.  Yes, your customers might not benefit directly from a comfortable new office chair and desk, filing system or shiny new bit of tech, but they will indirectly benefit from your increased efficiency, productivity and motivation.

What could you ‘refurbish’ in your business?

Last Friday I was delighted to have a call from a client to tell me about an event he'd done that day and how having my support had made all the difference. I can't tell you how warm and fuzzy it made me feel that he had taken the time to call me and thank me. I was still smiling on Sunday.  

A Virtual Assistant can bring a huge number of benefits to a business, from freeing up valuable team hours to help improve your work/life balance, to giving you the time and space you need to focus on the tasks that you excel at and that bring in revenue to your business.

 If your virtual assistant was a traditional employee, it would become a natural part of your routine to say ‘thank you’ and provide valuable and constructive feedback on a regular basis; however, when a team member works remotely, it becomes far too easy to allow days and weeks to go by between verbal communication sessions, particularly if your team member is incredibly efficient and the tasks that they are carrying out require little or no input from you.  As a result, life for the UK’s freelance, remote workforce can be isolating and quiet at times, so if you are able to check in occasionally to say thank you or provide feedback, I can guarantee that it will be positively received!

The vast majority of freelancers don’t expect you to hire a plane and write ‘THANKS, YOU ARE AMAZING!!!!’ in the sky above their house; there are a number of quick and simple actions that can really help your virtual assistant and show them that you are grateful for the work they carry out on your behalf (especially if they regularly go ‘above and beyond’!).

 1.) Write a testimonial. Worth its weight in gold, a testimonial or review will always be positively received by ANY small business owner! If they have a single, preferred review site (i.e. Trustist, Feefo, etc.), pop your review on there, otherwise, leave it on their business Facebook page, LinkedIn profile and their Google My Business listing – it won’t take long for you to copy and paste it in, but could really help to support your freelancer’s business with some lovely and positive publicity!

2.) Recommend them to a friend/colleague/networking contact. It’s easy to want to keep your VA as ‘yours’, but it’s unlikely that the work they are doing for you is going to maintain their business long-term.  Most VAs and Freelancers have a handful of clients, helping to ensure that their business is sustainable even if a contract with one comes to an end.  As a result, if you find that a friend, business associate or member of a local business networking group is looking for a trusted, proficient and professional freelancer offering the services that your VA does, recommend them! I can guarantee that the quality of work provided by your VA will not suffer if they have multiple clients, as a professional and experienced Virtual Assistant will always ensure that they only take on new work if they have the capacity to do so

3.) Say ‘Thank you’ via email or a handwritten card.  This is always welcome! Think about your own daily post – primarily a mixture of bills, direct sales leaflets and correspondence from the HMRC (and your email inbox is probably the same!); how nice is it to receive something completely out of the ordinary, like a thank you card or a simple ‘well done’ email? Your virtual assistant feels the same, I’m sure!

The job of a professional, experienced and capable virtual assistant is to make your life easier, and they don’t expect to be thanked daily for work that you are paying them to complete.  However, if you do find that your working life has been significantly improved by the addition of a remote working virtual assistant on your team, feel free to let them know! We’re a conscientious bunch, and like to know that we are making a positive contribution to the businesses that we support!

Has someone made your business life a little easier this week/month? Why not say ‘thank you’ today – they’d definitely appreciate it.

There is a special triangle that I like to pull out when someone says “Ooh, I could get that much cheaper elsewhere” in relation to any product or service offered by a local small business:

The three corners on the triangle are labelled ‘Good Quality’, ‘Low Cost’ and ‘Fast Turnaround’, and from my extensive experience working as a small business and with a variety of other small businesses, it is virtually impossible to get all three when you are looking for a product or service.

Have you ever seen one of those articles about people who buy their wedding dress off eBay for £15, and it arrives from China and when the bride-to-be tries it on she resembles one of those retro toilet roll holders (or much, much worse)? That’s the analogy that I like to use when it comes to ‘cheap overseas labour’ – it might sound like THE answer to all of your prayers and mean you get a whole day’s worth of support for the price of a single hour of UK or EU based support, but in the vast majority of cases, you are relying on a completely unknown and untested entity to produce work of a good quality in a timely manner so that your business can be the ‘beautiful bride’ rather than a Halloween-esque monstrosity.  Particularly following the introduction of the GDPR, if you are asking someone to work with your data (or worse, the data of one or more of your customers), how can you be sure that the data is being handled and managed in a way that is compliant with the regulations?

Of course, the magical triangle above isn’t the only reason that I think people should look closer to home for a virtual support team for their business, there are lots of other reasons too:

Supporting your local economy – when you work with a small local business, you’re helping a local individual or family to support themselves in a flexible way.  The employed 9-5 is fast becoming a thing of the past as more and more people choose to work for themselves doing jobs that they are skilled at and passionate about.  If all of your customers chose to take up ‘cheap overseas labour’ rather than work with your business, how long would you be able to stay in business? It’s the same for all other freelancers. 

Recognisable qualifications, insurance and accreditations – If you need a freelancer to have a certain level of knowledge, experience or understanding about a specific topic, it’s likely that British/European qualifications (professional and academic) are going to be far more recognisable than some international awards.  Your business insurance and contracts can also be rendered invalid in certain cases if you choose to work with people outside of the UK or EU, so make sure you check the small print and seek advice from a legal professional if you are unsure.

Language barrier – Though the vast majority of the world’s population speak better English than some of their British counterparts, it’s worth making sure that a freelancer’s written and spoken communication skills are up to the standard you require, particularly if they are going to be in a customer facing role and dealing directly with your customers (even if it is only by email).  Grammatical and spelling errors on a website, in an email or in any of the documents that you produce for your business can have a negative impact on the perceived value of the work that you carry out for your clients. 

Issues with working hours – Do you need emails responding to within traditional working hours (9-5pm)? Do you need to be able to communicate promptly and efficiently with your freelance team? If so, an overseas worker may not be the right fit for you, particularly if they are online in the middle of the night UK time and your email system is going haywire when customers and suppliers are asleep!

Reasonable re-imbursement for your workforce – £5-10 per hour might sound like the ideal price point for a workforce, but could you live on that income with your business AND household expenses? Even if you had a relatively low cost of living, is that a fair price to pay someone for the work they are carrying out for you? If the work requires a skilled and experienced individual to complete it, then that individual deserves to be appropriately reimbursed for their skill and expertise.  What’s the lowest price you would work for? How do you feel if someone tells you that your product or service is overpriced and offers you significantly less for it? Before you exclaim ‘Oh, but I could get that much cheaper somewhere else!’, stop and think.  Even if you do think it is overpriced, why not ask why that is the hourly price-point, and whether there is a discount for a package of hours/retainer? During the discussion stage of a business relationship, you haven’t committed to working together so can walk away at any time if the product is not priced at a level that is economically feasible for your business at the present time. 

So when you are looking for a freelancer or team of remote staff to support your business, why not start by looking closer to home? Cheap, unskilled labour may seem like a good deal but can be a real false economy and have a negative impact on the perceived quality and value of your business in the long term. The UK has an incredible pool of talent who can help you deliver the quality and service that your business is renowned for, so why not contact them first when you are considering outsourcing aspects of your business to help you work more efficiently and effectively?

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