Take a good look at your website – is the message consistent to your brand’s message? If you are marketing your company as “the best in your field” – does your website convey that message in both content and marketing about your business and in its level of professional functionality?

In my business, we work with Speakers, Authors and Trainers and we have found some must have elements that their websites demand in order to position them at the top of their field – and ultimately get them more ideal clients.

Website Elements for Serious Speakers

Before you even begin to think about the elements in your website, or any of your marketing material – there are some things you need to nail down first.

• YOUR BRAND – What does your company represent?   Who is your ideal client?   What are you all about?
• YOUR ‘UNIQUE SELLING PROPOSITION’ – Why are you different? What is it about your company that will entice your clients to hire you over the competition?

Once you can answer those questions confidently – then it is time to get to work on your website!

These are the elements we have found work best for our clients.   They are listed in no particular order.

1. Biography with professional photos
2. Client list (if not confidential in nature)
3. Testimonials (written and video) – make sure you have reciprocal links from their websites if possible.
   Hint – outgoing links can lower your website ranking – but links TO your website raise your ranking.       Also, make sure those links open in another page, never encourage clients to leave your site! 
   • Brag - if you have worked with popular clients – put them front and center.   Include a photo of you with them as well as the testimonial.
4. Speaker’s page (outlines topics)
5. Articles you have written, or that you recommend.   (Adding value is a big component to attracting the clients who you want to work with.   If you are publishing – and they come to you because they like what you have to say, they are already pre-qualified and are now a ‘warm’ lead and therefore it is much easier to close the deal)
6. Videos with various audiences and topics – always incorporate humor
7. Information for meeting planners
8. Downloadable and online speakers package including:
   • Top 5 or 10 reasons to choose you
   • Meeting checklist
   • Sample contract (including fees and travel expense guidelines)
   • AV requirements

What you might not have thought about

• Opt in section to gather email addresses with give a value driven give away
• Do you have a blog?   If you do – link to it!   If you don’t – get one!
• Are you listed with a speaker’s bureau – make sure the link is visible on your website
• Invitations to follow you on Twitter, Linked in and Facebook.
• Affiliate links – are you recommending an amazing book – see if they offer affiliate programs and make a commission every time someone buys from your site.   For that matter – are YOUR books and products set up with affiliate properties?   Are you taking advantage of someone else’s website sales?
• Are you recording any smaller presentations that are relevant to the masses?   Package them along with telecasts and webinars to create passive income products.
• A shopping cart to sell those amazing passive income products you have just created
• Links to media and newspaper articles where you have been featured.   Don’t just get the initial kick when it airs or is published – use it to gain credibility for months to come.

So now you know what you need – but do you know how to do it?   This is where hiring a qualified Virtual Assistant or Virtual Business Manager comes into play.   I have a few tips here too.

When you ask for help – plan first what you need.   If you do not understand what you want, it is much more difficult to help   someone give it to you.

Interview your prospective VA.   Don’t just rely on what they say when they respond to your RFP.     Ask to see samples of their work and ask to speak to their clients.

Hiring a VA and taking the ‘website plunge’ are   big decisions
but using the right strategy can help make it a   simple choice.

                          

It can be daunting trying to hire someone who may be hundreds or thousands of miles away and there are no guarantees they will meet your needs or are able to fulfill their commitment to you and your business. Don’t give up before you even start. There are many good, reliable and super qualified VA’s who would be very happy to take care of your administrative needs.

Request for Proposals (RFP)

First – be sure as to what you want your potential Virtual Assistant to do.

The next step in the process is for you to create a Request for Proposal (RFP) which is the first step in sending out the message that you are looking for a VA. Those interested will submit a proposal to you listing their qualifications, prices, etc. In order for you to ensure those proposals respond to what you require you must be clear as to what you are looking for from these bidders.

How to write an RFP

Your request should include a little about your organization or at the bare minimum a link to your website and the information as to how you wish to be contacted.

• Describe exactly what you wish to have the VA do for you and what qualifications they must have. What will be their duties?
• How many hours a week/month?
• What time zone do you wish them to be available in?
• Do they require special software or experience in special programs?
• Is this a short term project or are you looking to establish a long term working arrangement with the VA?
• You are soliciting cost quotes to determine what their fees are for their services ~ ask for this.
• What is your deadline for submissions of proposals?
• How will you accept the proposals ~ whether they can send them via email or other preferred method of communication?
• Will you accept questions prior to receiving the proposals? (Don’t discuss $$ at this time)

Submitting an RFP

Once you have determined the work you need done and what requirements must be met, it is time to submit your RFP to applicable organizations or groups. One of the best places to find a Virtual Assistant is to connect with a Virtual Assistant Network such as VAnetworking, who has one of the largest numbers of members who will have access to your request.

The work you have done in completing the RFP will ensure you have a better chance of succeeding in locating a Virtual Assistant. Take a few moments, write up an RFP and submit it – it won’t be long and you will have found the perfect VA!

                          

When hiring a Virtual Assistant a client really does not know anything more about this new person that is about to help them other than what has been emailed between them, or perhaps a quick chat on the phone to confirm details etc. Does a client really know who they are dealing with? Probably not, but that also does not mean that a VA is lying either. It may be wise on the client’s part to check references on a VA first, before actually hiring him or her. By the same token a VA really does not know if a new client is on the level. For example, will the client pay the VA what they are worth, on time, and in accordance with a VA’s policy or terms? Yes, it can be a shot in the dark sometimes, but more often than not if a VA and a client are trustworthy it usually works out, but it doesn’t hurt to take a few extra measures to be on the safe side.

But what about more important things like information; such as, trade secrets, user names and passwords of any kind, and/or confidential matters? There is a solution for that as well. Service agreements/contracts and confidentiality agreements are both beautiful things! This is exactly what they are meant for. However, this does not mean that a client will actually adhere to what these agreements state, the same for a Virtual Assistant. So how does one actually make someone else trust them?   A hard question to answer, but I have found that developing a relationship with a new client works wonders for both the VA and the client. In other words, be a tad less formal. Discuss things outside of work if that is possible. Call each other by first name only.   Does this solve every problem: absolutely not, but at least it is a beginning to what could very well be a long and mutually beneficial working relationship. Remember that praising your VA for a job well done, or just caring about the others “needs” is a wonderful start. Just like regular employees in an office setting people like to hear that they’ve done well. This spurs a lot more interest in a particular job being handled on the VA’s part, and gets the job done. Caring in general is an act of kindness. Be kind to each other. It does work.

In conclusion to this article, I will give you an example of one of my own experiences. I had a job that had to be done, but when starting this job I began to realize that it was way over my head in certain areas. I could have outsourced this particular job easily, but I did not. Instead I told my client the truth. What did this do? The client was so pleased that I was completely honest about the situation that I ended up doing other work for him/her instead. The client could have asked for a refund, but they were so genuinely impressed by my honesty that they kept me on for other work needed. As they say:Honesty is the best policy!

                          

It’s really simple if you think about it. While a client is actually paying a Virtual Assistant for their time, and a job being worked on, the client will actually start making money in the process. Okay, how? Let’s say client “A” has a business, his or her focus would be to generate sales for whatever the business is. However, how can client “A” generate these sales when everything else needs to be in place first, and even more than that it is continuous work.    To elaborate further, a VA will insure that a web site is up and running, search engine optimization has been done, a press release has been written, social media marketing is done on a daily basis, a blog is live and active and the list can go on. Who is going to operate all of these things while client “A” is trying to generate and make these sales?

Having a business online today is not exactly the same as it was years ago. Years ago we created a web site and hoped that people would visit us. Of course there was still some prep work that was needed to be done, but today what is needed to get done far exceeds what was needed to do back then, which of course equals to time. Who has that kind of time?  Just looking at the to-do list alone is tiresome all by itself!

So you set out to find your perfect Virtual Assistant to do all of the above, plus more, while you generate those sales that you need to keep your business running; to keep you sane, and also to pay your VA for all of his or her hard work. But remember one thing:while your VA is working the set amount of hours that they’ve been hired for, could be per week, per day, two hours a day, etc, they are alleviating you from doing all of this work that you’d be stuck doing and probably would be taking much longer to do at that. A Virtual Assistant is huge reprieve in the business day when it comes to this extra work that is essential to keeping a web site active.

Think of it as a team effort if you will. Client “A” tells his/her VA exactly what needs to be done, the leads and traffic starts making its way to Clients “A” site.   One sale alone, in some cases, can pay for your VA’s salary for the day, and two sales can bring home the bacon. Now obviously it all depends on what is being sold, but little by little that VA’s salary will be paid for completely by the business over time, plus you will see an increase in traffic and those much needed sales.

Is there a guarantee of sales? There aren’t any guarantees no matter what you do or what business that you are in; however, with two people working on the same goal, just in different capacities, any client has double the power to get on the online track to success.   Double the power might mean double the sales and in most cases more than that, as traffic is generated from all kinds of venues. So don’t think of hiring a VA as an extra expense, think of it as added exposure which leads to income!

                          

Working with a Virtual Assistant can dramatically affect your company’s perceptions. You may be a solo-entrepreneur, working from a home based office, but there is no reason to market yourself that way. Especially in the case of service based or online businesses, we understand that customers are buying the perception of your expertise and your service level that you have created. Virtual Assistants understand that concept – we are living that reality right along with you.

Of course the concept of “fake it till you make it” is dead, and we are not suggesting that perception management is anything like the art of making a silk purse out of a sow’s ear. You actually have to live up to the image you create. The good news is – A Virtual Assistant can help with that as well!

These days the term ‘Virtual Assistant’ is as common place and vague as saying “I work in computers.” Do you program software, fix hardware, network them or dance on them? Virtual Assistants have evolved and now offer a myriad of services that can actively manage your customer’s perceptions of your company.

Virtual Assistants can manage your online perceptions through website and blog maintenance and social media. They can raise your customer service levels by monitoring emails, faxes and voice mails and ensuring they are answered on time, and with the correct information. They can follow up with your customers, and even increase your sales by offering add on products when they have direct contact. They can manage your back end and bookkeeping tasks to free your time, and make you appear more professional. Virtual Assistants are also capable of extraordinary design work in print and online media. If you need a new look and feel for your company – a VA can help there too.

You can choose to work with several VA’s and outsource only specific tasks, or partner with a Virtual Business Manager and enjoy the added services of a fellow business owner, with a matching entrepreneurial mindset, to help you chart your course. No matter which road you travel, the right Virtual Assistant can help you appear to be the business of your dreams – while they help you build it.

                          

So how does one go about working a business “online” if they do not know what to do first? Good question and one that many often ask. Modern technology is a wonderful thing! We can Fan pages on Facebook, Tweet until our hearts content, connect, Network, socialize and the list goes on…but how can we do all of this and still focus on the bottom line? Better yet, we now need to do this, yes you read me right, NEED is the keyword. Naturally not everyone will do all of the above; however, it is becoming less and less of an option to not do, so much so, it is becoming necessity, because if you don’t do it your competition will.

Thus we have thee “Virtual Assistant” that ever loving “write hand” that is here to assist you every step of the way! Isn’t this just the most innovative thing that you have heard of yet? Someone actually helping you to succeed; grow your businesses and get your name brand out to the virtual world and beyond! Can someone say Star Trek please…oh yes, and beam me up Scottie! Not so far fetched after-all is it?

My point to this article is that not everyone can do the above all by themselves! It is extremely difficult to focus on the bottom line, which is YOUR business, and sales, and then have to Network, tweet, connect, social bookmark, write press releases and everything that it takes to get noticed and become successful! Just working on your bottom line; which is making those much needed sales, is a full-time job all by itself, without any of the other things mentioned above. A Virtual Assistant can do all of these extra things for you all you have to do is hire one that meets your specific needs, and they will do all of the things that you can not do or do not have the time to do. Your job should only be to focus on you business, and let your Virtual Assistant do the rest. This is a very simple formula, invest in your business and you will reap the rewards, or spend numerous hours online trying to figure out what should be done. What does this equate to? Time, and time equals money lost when you can be focusing on what you really need to do. Now that’s the bottom line!

                          

What Jobs to Outsource

When you work with clients, there is a measure of confidentiality going on. Companies trust you with their databases, email correspondence, meeting schedules and legal documents. These can’t fall into the wrong hands. So, as the person who won the client and is responsible for keeping their information safe, you have a decision to make about what you will allow others to do for you.

The first important decision that you made was to hire someone else who can provide the same service that you have for your clients (more about that in a moment). Congratulations on letting go of the reins just a little bit. Now, what will you give them to do?

The jobs that you will probably be looking to outsource at first are those that don’t involve a lot of contact with confidential information. And, the jobs will be small at first so that you can get an idea of your new helper’s work style and ethic. Here’s a short list of tasks to help get the juices flowing:

• Article submissions
• Article writing
• Creating reports and presentations
• Creating newsletters
• Internet research

Article writing can be used for website content or article submissions. Clients with websites like to keep it up-to-date with fresh, pertinent information and if you find someone who can help you whip out that content in a timely and top-quality manner, you’re in business.

Companies use reports to send to their clients and also for internal use. Creating reports involves knowledge of tools such as spreadsheets and databases as well as how to pull information together for presentations using PowerPoint. Depending on the information contained in the reports, this may be the perfect job to let go of and pass on to someone else.

Internet research is used for many things: writing manuscripts, articles, preparing reports and more. It is a unique skill to be able to entice search engines to give up their treasures. If you have someone helping you who doesn’t mind digging into research and possesses the skills to find what you need quickly, you’re on the right track.

Even if you don’t outsource any job that involves confidential material, it is wise to get any subcontracting virtual assistant to sign a confidentiality agreement. This way, as you get more confident and need more in-depth help, you don’t have to worry about anyone selling trade secrets. On that same note, you may want to consider having all your assistants sign a Non-Disclosure Agreement (NDA) depending on the nature of your work. While we won’t go into detail about NDAs, this can help protect you should your assistant decide to leave and pursue his or her own career and become your competition.

Choosing the Right Person

Who you work with all depends on your personality and their level of proficiency with the task. First of all, no two people will do the same job exactly alike. Let’s get rid of that preconceived notion right now. If not, you will drive yourself crazy and nitpick over everything they do. What you are looking for is someone who knows what they are doing and can demonstrate the skills needed to get the job done correctly and on time.

Outsourcing is the perfect way to get the help you need from other competent virtual assisting professionals. Start with small jobs and progress to more delicate assignments as you see fit.

Need a VA? Submit a request today at our network!

                          

This is where a lot of client-VA relationships go sour. Yet a lot of good things can come out of those hours if used the right way. Some tips for helping you leverage a limited virtual assistance budget:

1. Communicate expectations regularly. “Set it and forget it” doesn’t often work with a virtual assistant. Instead, treat your VA like a key player in your business, even if she’s only billing you for a few hours a month. Ideally, you should be telling your VA what you want to achieve each month, ahead of time. Then ask your VA for an honest assessment of what can and cannot be accomplished with the time and budget allotted. This doesn’t have to be a state-of-the-union discussion; an email exchange can work just fine.

2. Keep the momentum. When time and money are limited, it can be a challenge to sustain progress and in turn see real results. However, this can be overcome to some degree. Retaining your VA on a consistent, monthly basis, rather than booking her time willy-nilly with no real plan, makes a world of difference. Your virtual assistant needs to be in the loop and stay in the loop in order to feel and be invested in your business success.

3. Pick your battles. A virtual assistant can get a lot done if you delegate projects that are of manageable scope. That means they have a clear beginning, middle, and end. For example, my VA is organizing a blog book tour for me. This is very achievable with minimal input from me, while not eating up a ton of budget.

As I always say, I can’t change the world for five hundred bucks, but I can change your world enough to make it worth the money.

                          

This might seem like an obvious way to lighten your budgetary load, but what of those prosperous times you’re planning for? If you permit the fundamentals to deteriorate (marketing, operations, customer care, etc.), what will be left when opportunity comes knocking (and it will come knocking again)? Will you be ready? Will you be sane?

Keeping yourself surrounded with good talent is critical. However, to afford it during a cash crunch, small business entrepreneurs must start to think outside the box when it comes to managing their people. Here are 5 ways to get more bang for your outsourcing buck:

1. Barter for services. Chances are you’ve got a product or service up your sleeve that you could provide to a virtual assistant, web developer, writer, consultant or coach who has a skill you want access to. Give some of what you have in exchange for an equal dollar value in hours. Be clear upfront about what is to be exchanged as well as time lines for product delivery or service completion. This will protect the working relationship from going sour due to misunderstandings or false expectations.
2. Move from an a la carte arrangement to a retainer. While the upfront cash outlay might be intimidating, there are many advantages to using retainers. Most virtual assistants will discount your hourly rate in exchange for the security of being paid in advance. Moreover, you can rest easy knowing that your VA has slotted those hours for you exclusively.
3. Stop thinking on a monthly schedule. Most retainers for administrative services, including virtual assistance, are committed to on a monthly basis. While this can work well for staying on top of recurring tasks, some activities happen in fits and spurts throughout the year. For example, purchasing a specialist’s expertise in 5- or 10-hour blocks of time upfront without the obligation to use that time by month end could help you get that pet project off the ground even before you’ve fully defined its scope.
4. Only hire proven talent. This might seem obvious, but if you’re going to invest cash, time and energy into a new team member–even if that team member will only be with you for a the short term–do your homework. Get referrals from others in your industry, check out portfolios and past clients, and always make sure to get the final agreement in writing. A contractor or VA who doesn’t make you feel comfortable with your decision might end up costing your business rather than helping it succeed through tough times.
5. Be able to articulate your needs upfront. Ask yourself why you’re looking for outside help in the first place. Yes, outsourcing is often more affordable–and profitable–versus hiring more staff. But what do you want exactly for your money? You must be able to explain this to whomever you bring into the fold. Otherwise, you’ll both be flying blind and things will end badly. Not to mention how wasted time, effort and dollars will impact your bottom line, leaving you in an even weaker position to go shopping for help again.

In a recession it’s tempting to focus only on cost cutting. After all, no cash means no business to run. But a cautionary outlook must be balanced by a proactive view to the future. Think strategically about the talent you pay for and know that you will reap dividends long after this recession ends.

                          

Several times per week I browse newsletters and sales pages from some of my favorite “experts” only to find their work sprinkled with not just one but many typos! It astounds me each time I discover another one because quite honestly in my opinion it really tarnishes their “expert” status in my eyes. Now don’t get me wrong, accidents happen. We all make mistakes. It’s human nature. But it’s important to learn from those mistakes. No one is going to take you seriously if you consistently put out work that tells the world you were not the winner of the 8th grade spelling bee!

My question is, are people not pointing these mistakes out to the author? Isn’t there an assistant somewhere whose job it is to make sure something is letter perfect before it goes out to the public? I make it a point when finding an error to let the author know. I’ve never once gotten a response that was negative. In fact, most people appreciate when I point out the errors.

Am I a perfect speller? Not at all. (Although speaking of the 8th grade spelling bee, I was a runner up thank you very much.) I do enjoy however, reading with a critical eye and picking these proverbial needles out of their grammatical haystacks and offer proofreading as one of my services to satisfy my proofreading fixes.

Spell Check Is NOT Your Friend!
I know so many people who rely on spell check in their word processing program to edit their documents for them. Please don’t rely solely on a computer to check your work. Spell check is great in some cases but it does not pick out every error. If two words are very similar in spelling or meaning, it might very well ignore the error. I’ve seen it happen before. If you insist on using spell check, please have a second pair of eyes read the document before it is published. Give it to an assistant, a trusted friend or a colleague for review before putting it out into the world.

When people read your words and get your message without having to back track over spelling errors your credibility remains intact and your audience will thank you for it by purchasing your product.