by Donna Toothaker

The fall is nearly upon us, and sure – this is the time of year when the air cools down, the sun sets earlier, and we prepare for the dormant winter season.  But in business, fall is also a time of new beginnings.  The new “school year” cycle signifies a clean slate, a time for learning, and growth – even for those of us who graduated years ago.  Harness the renewing energy of this cycle to reinvigorate yourself and your business, and end the year on a high note.

Give your business a fall cleanup.  Do papers and files cover your desk like autumn leaves on your lawn?  Time to toss and file.  Clean up your computer desktop, too.  Not only will it be easier to find necessary documents, but your computer will run more efficiency.  A crowded computer desktop is often a prime culprit when your computer is running slowly.  Clear out your e-mail inbox (often easier to delete in big chunks if you sort by sender), unsubscribe from unnecessary newsletters (physical and electronic), and turn off social media notifications that tend to pile up.  Dust your office and your computer.  Let no flat surface, physical or virtual, go untouched!

Give yourself a report card. Give yourself and your business an honest month-by-month assessment for the first half of the year.  Have you followed your business and marketing plans?  What goals have you reached or exceeded?  Where are you falling short?  Based on what you have learned from your assessments, what changes can you make right now to end the year on a high note?

Give yourself a boost.  Re-inspire yourself!  Take a class toward a certificate, or attend a seminar or workshop. Buy a frame that will house that certificate you will earn, and motivate yourself as you study by envisioning it on your wall.  Be sure that the class or seminar you attend will take you a step forward in your evolution as a CEO, even if it feels “beyond” you or outside of your comfort zone.  Stretch yourself!  Even better, sign up to give a presentation or teach a class in your area of expertise!

Don’t forget your own self-care. Just as fall is a time for cleaning up your outer environment, in many cultures, fall is a time to cleanse your inner environment as well.  Invigorate and strengthen your body, and immune system, with a wellness makeover, to keep stress, and illness at bay in the coming winter months.  Choose from all the nutritious foods that are plentiful during the harvest season, and drink plenty of water. Get active with healthy activities like yoga or daily walks in the crisp fall air.

Reconnect with friends and family to boost your spirits. Find solo time to reconnect with yourself.  Think about the reasons why you were inspired to start your business in the first place, and envision yourself living your best life, doing work you love, on your terms.

This fall, take time to reclaim your office space, review your year to date, reinvigorate your ‘resume’ and health and wellness routines, and reconnect with what is important.  You will end your year on a high note, excited and ready for the year ahead.

Donna Toothaker is CEO, founder and coach of Step It Up VA Coaching. These highly sought-after VA coaching programs have been created for established, successful VAs who wish to create the 6-figure business of their dreams. Visit http://www.stepitupva.com to receive the free report, Top 3 Mistakes to Avoid in Creating a 6-Figure VA Business.

by Donna Toothaker

As you are contacted by potential clients, how often do you find yourself being haggled, or “talked down,” offering discounts or extras, or offering a la carte services or hourly rates to sign the client on?   Are you attracting price-conscious clients, who inevitably end up demanding more for less, and sucking you dry?  If so, take a good look at your marketing materials.  You are probably selling hours for dollars, rather than selling value, and it is causing you to attract the wrong clientele.

To attract the right customers, sell value by offering full-service solutions to your clients’ needs.   Three big drivers for customers are:

Saving money. Everybody wants to spend less on the things they need, but that doesn’t mean you should cut your prices to attract clients.  Show them how spending on your service solutions can save them money.  An obvious angle is hiring a contractor (VA) rather than a full-time employee with benefits.  Buying a complete package of your services is also a better value than hiring several different contractors to provide the different services, which often proves more costly.

Saving time. Offering comprehensive service packages is of significant value for time-strapped entrepreneurs, or start-ups that need help systemizing or building an online presence from the ground up.  Again – by purchasing a complete service package from your company, they save a significant amount of time – time they would have otherwise spent searching for database specialists, project management specialists, web designers, SEO specialists, article marketers, or copywriters…or trying to figure out how to do it all themselves. 

Making money. By signing on with your company, a potential customer is signing on a team.  By doing so, he or she now has the ability to use the money and time they are saving (by hiring you) to focus on building their business, increasing their income, and concentrating on being the CEO instead of managing the day-to-day details.

Infuse these three drivers in your marketing materials to sell the value people get from working with you. By selling complete service solutions, you are selling value, not hours for dollars.  You will attract better clients, and instead of selling your services for dollars, you will be working on satisfying projects and living your dream, while you help your client do the same.

Donna Toothaker is CEO, founder and coach of Step It Up VA Coaching. These highly sought-after VA coaching programs have been created for established, successful VAs who wish to create the 6-figure business of their dreams. Visit http://www.stepitupva.com to receive the free report, Top 3 Mistakes to Avoid in Creating a 6-Figure VA Business.

by Donna Toothaker

When you do business with a company, what do you expect?  Competence, and a friendly demeanor, and value for your money should be the LEAST you demand – but are those traits really enough to make your business thrive?  As a business owner, your ideal is to build customer loyalty, keeping the customers you have and to attract new ones based on a stellar reputation for quality, value and service.  Here are five steps to elevating your customer’s experience:

1. Serve from a place of gratitude.  Conducting customer service from a spirit of thankfulness demonstrates a number of ‘plusses’ for your company: that you enjoy your work, that you know you are not entitled to receive anyone’s business, and that you also know your customers are the life-blood of your business.  Thank your customers in every interaction you have with them – even if they are making a complaint or criticism of some sort.  Thank them for their input, offer a sincere apology, and thank them again.  Be creative in your expressions of gratitude – send personal notes, give discounts on future purchases, and send thoughtfully chosen gifts to your most important accounts.

2. Develop a personal relationship.  Make your clients feel they are part of the fold.  Get to personally know your customers and demonstrate interest in what is going on in their lives.  Remember and acknowledge birthdays, anniversaries, and work milestones, and celebrate them by sending cards, small gifts or treat them to dinner if they are local.

3. Know your customer’s business, and needs.  Know their business inside and out, the challenges they face, and offer solutions for those challenges.  Be proactive and offer these services before they even ask.  Is what you are currently offering really something that your customer can value?  If not, how can you create something – a special package or a la carte services – to serve their needs best?

4. Have your customer’s back.  If you notice some aspect of your customer’s business that could use improvement, or can sense that a project may be going in the wrong direction, speak up.  Be honest and forthright with your client, even if you think you could end up losing them.  Offer ideas and solutions.  Keep them abreast of the latest technologies and send them relevant online news articles and snippets as you come across them.  Your customer will feel secure knowing you are looking out for them and their business.

5. Ask your customers what they want.  Unsure if you are making the grade with your customers?  Ask them what they want.  Not only will you have clarity and come up with solutions to fill your client’s needs, you will come up with new initiatives you may be able to implement with other clients, expanding your own list of offerings.

To build your business, build customer loyalty with extraordinary customer service.   Show your customers on a regular basis that they are valued, cared for, and in good hands, and you will have customers for life.

Please share other ways you provide great customer service to your clients, below.

Donna Toothaker is CEO, founder and coach of Step It Up VA Coaching. These highly sought-after VA coaching programs have been created for established, successful VAs who wish to create the 6-figure business of their dreams. Visit http://www.stepitupva.com to receive the free report, Top 3 Mistakes to Avoid in Creating a 6-Figure VA Business.

by Donna Toothaker

As a CEO, you have people working for your company, running the day-to-day and handling client work so YOU can grow your business.  Your team is perhaps your most important investment, and as any investment, your team requires care and attention in order to provide you with a great return.  Here are four important steps to strengthen and empower your team, so you can SOAR to success, together!

Selection Building an empowered team begins with selecting the right team members.  Hire individuals whose specialties compliment each other, and whose personal work and communication styles are a good fit for you, your clients, and within the team itself.
Team members who are consciously chosen for their specialties and their “fit” will feel appreciated from day one, knowing that they will use their skills and talents, and that they are liked and accepted by the team.

Objectives When you take the time to clearly lay out your objectives and expectations with your team, and create a structure within which your team members can work to meet these goals, they will feel comfortable, confident, and empowered to work their individual magic within that structure, and contribute to the overall success of the business. Establishing basic rules for getting the work done is also imperative. Team  members need to understand how they are to proceed, when and how decisions will be made, how issues will be addressed, and how results, and success, will be measured.

Autonomy Give each team member ownership of his or her role in the team, and take great care not to step over those boundaries.  Part of having a successful team, and being a successful CEO is to acknowledge the talents and experience of each member, trusting that they can do the job to your specifications (or beyond your expectations), and letting go.  Micromanaging your team members is a sure-fire way to lose good talent.  On the other hand, giving them the freedom to use their creativity to use their skills their way, and encouraging them toward achievement, may lead to new discoveries and opportunities for business to grow in new directions, while giving your team a feeling of true job satisfaction.

Recognition Take the time to express to individual team members – in person or in a hand-written note — just what their talents mean to you and your business.  Recall one or two specific incidents in which they really went above and beyond for you, and thank them.  Throughout the year, make it a point to thank them for a job well done.  Put team events on your calendar, like a teambuilding day outside the office, an appreciation dinner, a holiday party, and a company outing.  Calendar and acknowledge team member birthdays and other special days, but also celebrate the “small victories” that happen on a daily basis.  Just simply acknowledging the efforts of your team members can be a huge morale boost.

Choose your team members wisely.  Give them structure, and the freedom to use their skills and talents within that structure.  Encourage them toward achievement, and consistently recognize their efforts and successes.  Invest in your team, and SOAR to success!

Donna Toothaker is CEO, founder and coach of Step It Up VA Coaching. These highly sought-after VA coaching programs have been created for established, successful VAs who wish to create the 6-figure business of their dreams. Visit http://www.stepitupva.com to receive the free report, Top 3 Mistakes to Avoid in Creating a 6-Figure VA Business.

by Donna Toothaker

Business a little slow this summer?  You might wish you had some passive income right about now.  The good news is – now you have a little extra time to create some, and it may be easier than you think.

What is passive income?  It is a source of profit that occurs with little or no effort on your part to maintain.

An excellent source of passive income is an information product, also known as “knowledge-based goods” or “digital goods,” to be distributed online.  You create a product – a special report, an audio file, or an e-book, for example, then set up a shopping cart on your website (if you don’t already have one), put online marketing in motion, and over time sales will start coming in, even while you sleep.

The advantages to creating an information product for passive income are many:

•    Low, or no cost. Information products require little or no overhead.  Since you are already in business for yourself, you probably already have a website, a copy of Adobe Acrobat, and a shopping cart to sell your services.  You can sell your product right from your website, but, for marketing purposes, you may want to consider purchasing an additional URL with a catchy name, for a dedicated landing page to attract customers to your information product.

•    Mass production in an instant. Information products are infinitely duplicatable – there are no production costs, such as printing and binding, CD or DVD burning, no matter how many you sell.

•    No boxes! Information products require no inventory, nor any warehouse space to store it.  You will never have to estimate sales to order your product in bulk, and you will never have boxes of product sitting around unsold.

•    Feed the need for instant gratification. Information products satisfy the consumer’s desire for real-time answers to their questions.  A simple, convenient download allows consumers to begin using your product instantly, without shipping cost, shipping time, or shipping headaches.

•    Build your reputation. Information products do more than just sell information.  They sell YOU as an expert in your field.  People will seek you out because they see you as a source of valuable information they want and need. This can lead to more page hits, media opportunities, and business.

•    Sell your knowledge. You’re in the industry of helping people, but two things get in the way of helping them in great numbers:  a.) not everyone can afford to sign up to work with you directly, and b.)  you can only work so many hours in a day or one-on-one with clients.  Selling your Info Product will allow you to share your knowledge with an unlimited market, so you can help more people, and get your name out there at the same time.

•    Use what you already have. You do not even need to create brand new content for an information product.  A special report, for example, might contain content from articles or blog posts you have already written.  Audio files might be versions of your reports or e-books that you sell for folks on the go to listen to in their spare time.

Want more income next summer when client work slows down?  Begin working on your information products now, and build the passive income you will need later!

Donna Toothaker is CEO, founder and coach of Step It Up VA Coaching. These highly sought-after VA coaching programs have been created for established, successful VAs who wish to create the 6-figure business of their dreams. Visit http://www.stepitupva.com to receive the free report, Top 3 Mistakes to Avoid in Creating a 6-Figure VA Business.

As virtual assistants, we all start out offering a variety of services, and sometimes adding services based on customer demand.  After a while, we discover that we are unfocused, and that we are offering services that seem to have little relevance to each other. So, we decide to find a niche and pare down accordingly.

Finding a niche is a great way to market yourself and your business, to streamline your clientele, and to become an expert in your field.  But just because you have streamlined your scope of services doesn’t mean you don’t need to offer a variety of options within that scope.  Offering a variety of options for different needs, work styles and budgets will bring in more clients, and give you more security.

Here are four ways to expand your offerings without expanding your scope of services:

Pre-fab packages: In addition to your list of services, develop a few comprehensive packages with some financial incentive for the client to purchase them. Some simply want to pay for a project that has a defined scope and end date.  Packages allow customers the option of paying for a project that has a defined scope and end date, or of letting go of an entire segment of their business – say, online marketing and the services surrounding that – article marketing, SEO and blog maintenance, for example. Packages allow you to bring in more income with less effort per client than billing services at an hourly rate.   Offer clients a flat fee or “package” rate, with an option to pay up front, or over time, with financing options if it is a particularly high-ticket item.

Customized bundles of a la carte services: Let your clients choose three services to bundle into a package at a slightly lower rate than if they were purchased individually.  This lets you upsell your services, while creating comfortable, happy clients by giving them the control they want over their plan.  

Consulting options: Consider that for every service you offer, you can also offer to consult regarding that service.  So, if an entrepreneur wants to learn about online marketing, and then do it herself, you could have a consulting package that includes a website review, consulting on article marketing, press release marketing and lists of article and press release submissions sites for a flat fee.   The downside of consulting is that it may not land you a long-term client if you are teaching them how to do it themselves; however, consulting will open up a door for new income, and possible referrals.

E-books: Putting your knowledge into a series of instructional e-books is a bottom-tier option that may bring in top-tier income!  For those do-it-yourselfers who cannot afford a consultant, or monthly service packages, an e-book is an affordable, instantly downloadable option that lets them begin right away.  For you, e-books are a product to sell 24 hours a day, 365 days a year, providing residual income in an iffy economy.

Customers want options.  There is no reason to re-invent the wheel to offer them. Creatively repackage your services, and offer consulting, and do-it-yourself manuals to offer amazing options with very little effort or cost to you.

Please comment below how you provide options to your clients or customers!

Donna Toothaker is CEO, founder and coach of Step It Up VA Coaching. These highly sought-after VA coaching programs have been created for established, successful VAs who wish to create the 6-figure business of their dreams. Visit http://www.stepitupva.com to receive the free report, Top 3 Mistakes to Avoid in Creating a 6-Figure VA Business.

Does your business slow down in the summer months?  Do you need income NOW?  Here are a few tips to use this time to your advantage, and earn income along the way.

Announce an affiliate program.  Chances are, if business is slow for you, it is because it is also slow for your clients, and they are also looking for ways to earn additional income.  Announce an affiliate program to current clients to drum up new business.  Rewarding clients for bringing in potential clients will pay off for both of you.

Reconnect with past clients for projects or referrals.  Reach out to former clients and let them know you have an opening this summer.  Perhaps they are gearing up for a product release in the fall.  Or, maybe they’ve had a product on the back burner for awhile.  If they don’t need your services, perhaps they know somebody who does – ask for a referral.

Create an information product, or bring back an old favorite.  If you have a difficult time writing when you’re busy with client work, the slower summer months are a great time to finally crank out that e-book you’ve been mulling over.  Or, consider bringing back a favorite at a special price, for a limited time, and generate some income with very little effort.

Out of town, not out of mind.   Keep that income, and your message out there, even if you are at the beach.  If you are going to be away for vacation, ensure that your marketing and e-commerce is systemized so it keeps running when you are not. Set up and schedule your e-newsletter, article submissions and blog posts ahead of time, if possible, and if necessary, ask an associate or assistant to be sure they are going out on track that week, and have her follow up with a few tweets and posts while you are away.

Invest in yourself and your business.  While the phone’s not ringing off the hook, and your inbox is a bit lighter, perhaps now is a good time for you to reassess aspects of your company and its offerings, brush up on social media, or work on a new business idea.  You may have a product in development, or need to spruce up your web presence, or even your office space.  Never seem to have time to work on your business or marketing plans?  Do you or your team need to brush up on technology?  There is no better time than the present.   The idea is to set something in motion that will improve your bottom line over the coming year, if not in the immediate future.

Don’t let the dog days of summer slow you down!  Use your savvy to generate business, sales, and potential clients during this traditional down time, and you’ll find yourself ahead of the game when the busy season starts!

Donna Toothaker is CEO, founder and coach of Step It Up VA Coaching. These highly sought-after VA coaching programs have been created for established, successful VAs who wish to create the 6-figure business of their dreams. Visit http://www.stepitupva.com to receive the free report, Top 3 Mistakes to Avoid in Creating a 6-Figure VA Business.

by Donna Toothaker

Are you tethered to your laptop?  Is your iPhone your constant travel companion? Virtual business owners rely heavily on these technologies to operate, but on occasion, it is necessary – and healthy – to take a break and leave it all behind.  Consider taking a work-free, wireless-free vacation this year, and reconnect with nature, your family, and yourself.  Since work must go on, and you must get out, here are a few tips to help you make vacation a work-free zone.

Break the news early.  Weeks before you plan to be away, inform your team and your clients that you will not be available — with several weeks to plan ahead, there is really no excuse for any last-minute, frantic calls to you on vacation. Assign team members to work directly with clients, and ask them to check in with clients at the beginning of your vacation, so clients feel they are being cared for.  Ban texts from clients and team members.  It is just too easy to dash off a text message about something that is not urgent. If there is a true emergency, they will call you. Even if you don’t respond to a text, you will still be connected to work by having read it.

Lose control! Before you can leave your business, ask yourself — are you ready to cede control of the day to day work to your team?  With good business systems and trustworthy team members in place, you should be able to take a break. Review and improve your business systems ahead of time with your team to ensure that things run smoothly while you are gone, and you’re not worrying about things falling through the cracks.

Select your most thorough and knowledgeable team member to be the designated point person to handle any issues that might come up for clients, other team members, or any other party with whom you do business. Leave it to her to resolve the issues, or in a last resort, call you. Although you may wish to check in sometime mid-week or if there is an important project in the works, avoid contacting your team more than once or twice.  Not only may it create work for you, it sends a message that you are available, and may also hint that you do not think your team is fully capable of handling things on its own.

Choose a vacation destination that discourages wireless. Checking voicemail and e-mail messages is one thing, but another way we online entrepreneurs spend a good amount of time is on social networking sites.  If WI-FI is not readily available, you will be either unable, or less tempted, to get caught up on Facebook and Twitter, and waste time you could otherwise be spending with your family. Give a team member control of your business Facebook and Twitter accounts for the week by setting up posts and tweets ahead of time and having her put them up while you are gone.

Recharge your batteries by plugging-in to some memorable, relaxing and rejuvenating activities, without looking back!  With a little planning, good systems, and some willpower, you can disconnect from the virtual world, and leave work behind.

Please share below what steps you take to be sure your time away from your business is successful – for both you AND your business.

Donna Toothaker is CEO, founder and coach of Step It Up VA Coaching. These highly sought-after VA coaching programs have been created for established, successful VAs who wish to create the 6-figure business of their dreams. Visit http://www.stepitupva.com to receive the free report, Top 3 Mistakes to Avoid in Creating a 6-Figure VA Business.

by Donna Toothaker

Whether you have just set sail in your business, or are changing course mid-voyage, a solid, highly detailed business plan will get you where you want to go.  As a ships captain relies on the integrity of the ship, and a good map and compass, business owners rely upon a good business plan to navigate unfamiliar territory and reach their chosen destinations in one piece, and via the most direct route possible.

A business plan is the framework of your business (your ship).  The success of your business is ultimately determined by how detailed, well built, efficient and leak-proof your vessel is.  If you are facing setbacks in spite of having a business plan, make a list of all the functions of your business, and examine them one by one to see where the holes are.  Do you have a crew of individuals on board who know their functions and perform them well, or do you (the captain) also find yourself swabbing the deck?    Do you know how to hoist your sails to catch the best breeze to send you on your way?  If your business is sagging due to lack of income in one area, can you figure out which way the wind is blowing and make adjustments (like adding new packages, developing a niche, marketing e-books) to keep you moving forward?   Your business plan should have all these potential problems covered, so your business can move along at full sail.

Your business plan is also the map upon which you will chart your path to your desired destination.  The process of developing your business plan will require you to focus on exactly what you are trying to achieve, pinpoint where you want to be going, and figure out exactly how you plan to get there.   A solid business strategy will help you avoid rough waters, stay the course, and make level-headed decisions when you discover new and exciting opportunities to pursue. Have you embarked on a journey, only to discover half-way that it is not what you expected when you set out?   A well defined business plan gives you a standard by which you can measure your progress; it will either keep you self-assured in your chosen direction, or provide a clear indication that you need to change tack.

Finally, a well-designed and well-executed business plan is your calling card.  It shows third parties – potential investors, loan officers, or buyers – that your business concept is solid and successful, and worthy of their interest and investment in you, when you go for that loan to expand, or seek to sell your company.

Many entrepreneurs jump into the day-to-day of starting a business before really taking the time to map out a detailed business plan, and find they are floundering later when unforeseen problems, or opportunities arise.  Investing the time and effort it takes to create a plan before setting sail will ensure a rewarding journey in the long run.

Donna Toothaker is CEO, founder and coach of Step It Up VA Coaching. These highly sought-after VA coaching programs have been created for established, successful VAs who wish to create the 6-figure business of their dreams. Visit http://www.stepitupva.com to receive the free report, Top 3 Mistakes to Avoid in Creating a 6-Figure VA Business.