Tag Archives: Top Virtual Administrative Assistant

6 Best Practices When Working with a Virtual Assistant for the First Time

Have you been thinking about hiring a Virtual Assistant? Are you at the beginning stages of exploring the idea of expanding your team to help run your business online? In this week’s blog, Jessica Granish, leading expert in the Virtual Assistant industry offers some sage advice on this very topic. Jessica has 13 years of experience in creative, social and technical Virtual Assistant tasks. Jessica helps heart-center and conscious business owners put all the pieces together for their business to run like a well-oiled machine in an online environment. She also is a Virtual Assistant trainer, as well as thought leader that educate online business owners about the power of delegation and how to successfully and efficiently build a team that is in alignment with your core values and in turn creating authenticity and trust for a long lasting partnership. In a nutshell, Jessica, helps you gets sh*t done so you can focus and shine in your zone of genius.

  1. Start thinking about expanding and getting assistance now: One of the biggest frustrations I hear from business owners is that they wish they would have hired someone va1sooner…or at least started the process sooner. It is daunting and overwhelming when your to-do list becomes a mile long. Get ahead of the curve; don’t let the stacks of tasks pile up. Don’t fall victim to being a prisoner in your own business where it stops you dead in your tracks. You know that feeling of being so overwhelmed that you just take a nap!? Try not to get to that space. A Virtual Assistant is there to help create less stress and more time for you to focus on your passion, you know, the whole reason why you went into business for yourself to begin with. All seasoned and reliable Virtual Assistants have processes and procedures to bring you on board with ease. You should feel like the weight of the world has been lifted from your shoulders when you start with your perfect VA.
  2. Don’t feel like you have to hand everything off all at once: It may feel like you are handing the keys to your empire over and for some that might be scary. You and your awesome new VA should work together to identify and prioritize the most important tasks. I suggest starting at a foundational level. This is so that your business is sturdy and strong. You don’t want to play a game of Jenga with your business. In many cases, people don’t even know where to start with delegation. If you are one of those business owners who have no idea where to even start, I suggest using a great tool that I built called the “Delegator”. It is a way to help identify where delegation could help with your sanity. You can access the form here >>> https://www.alpinesbsolutions.com/the-delegator/
  3. Let go of the negative mindset: I realize delegation can seem hard at first. I teach this and va2can get in the same mindset that many have. You know that negative mindset of, “I want to save money, so I will do it myself”, or “if it is going to get done right, I should do it myself”, or “it is going to take too long to bring someone on board and teach them the ropes”. Don’t fall victim to these statements. Growth is all about letting go of those blocks. The art of delegation comes with great rewards that you will soon realize and will look back and wonder why you didn’t seek support sooner.
  4. Focus on your zone of genius and let your Virtual Assistant focus on theirs: If you are just starting out with building your online presence you will find yourself inundated with new tools and terminology to help run your business in an online environment. This can seem daunting and can be extremely overwhelming and time consuming. You don’t need to know how to do everything to be successful. Being able to let go, release and trust in the ninja like skills of your Virtual Assistant, can change your entire business in a very positive and wonderful way.
  5. Make sure that your Virtual Assistant matches your core values: This is one of the most important things that a successful and long term Virtual Assistant relationships can have in va3my opinion. If your core values are in alignment everything else just flows so much easier. You can usually tell on the initial conversation with a VA if the synergy is there or not. I suggest to all my clients that you don’t focus on all business in your initial conversations. It is super valuable to talk openly about what makes you both burn with passion inside as well. You can learn quite a bit from digging deeper and creating a more personal connection too. Now, don’t get me wrong, passion is important, but their credentials are extremely important too. A nice balance is a wonderful way of matching core values. Having this alignment with your Virtual Assistant will in turn create authenticity and trust. It is a beautiful thing.
  6. Communication is key: Need I say more? All great relationships let it be professionally or personally start with great communication. Creating expectations and sharing your communication style is super important. When starting your business you will want to set those expectations with your clients, your vendors and your team. Communication is a foundational piece to building authenticity and trust as you grow and expand in your zone of genius.

I hope that this was helpful for someone reading this that may be on the fence. I also just released a new blog recently titled” 5 Reasons Why Hiring a Team Will Cost Less Than Doing Everything Yourself”

Check it out, if you want to continue to explore and educating yourself on building a team you can also check out https://www.alpinesbsolutions.com/hiring-a-team-biz/, another blog on the site that goes a little deeper into the topic.

If you are ready to take your business to the next level, for a limited time, Jessica has opened her calendar to discuss your exact needs. If you would like to take advantage of her 30-minute no cost, no obligation consultation, please fill out the intake form and schedule your call today. https://www.alpinesbsolutions.com/contact/questionnaire/

A Virtual Assistant Guide to Writing a Great Client Proposal

There is nothing more exciting than having that first phone call or email from a potential client. Someone out there has heard what you offer and they want to seek your expertise. Now you have to seal the deal and make them want to sign a contract for you. Every virtual assistant has a slightly different way of doing business. Personally, once I have a short introductory conversation with my new potential client, I tell them I will follow up with a proposal. If you remember to include all of these elements in your next proposal, you will rock their socks off!

Make sure you get all the pertinent information you need from the client to really know how you can best help them. Use the proposal to show your understanding of their needs. Below is a breakdown of what a proposal should include:

  1. Introduction

Every good virtual assistant should have a great proposal. This is your way of saying, “This is why I am amazing, and you should work with me.” Your first statement should be the hook; a statement introducing yourself and referring back to any previous conversations.

  1. Connect

Next you should connect with them by referencing something special about their company without making it too cheesy. Talk about something that excites you about what they offer and why you look forward to supporting their business.

  1. Body


Now let’s get down to the fundamentals of the proposal. This is where you will outline exactly what they are going to receive in a way that makes it irresistible to them. As a virtual assistant a lot of what you are doing for them is taking their stress away. You are clearing their plate and giving them the confidence to hand this off to you, which is going to be the best thing for their business. This is the perfect opportunity for you to truly show them what you have that will benefit them and why they should choose you. Most businesses will look at several other virtual assistants, so you will want to be professional and confidant in your proposal. Make this part easy on them. Tell them exactly what they are going to get and let them see the benefit of it and what they can expect from you.

Make sure you clearly state your goals and why someone would want to work with you. Don’t forget the details that they want to know. You will want to include your hours, payment rates, terms and termination, and confidentiality.

  1. Sell Yourself

sell-yourselfThis is a chance for you to describe what you and your business are about, stand for, offer, and can contribute. Make sure you weave in full information about your business so they get a great picture of you as well.

Some people like to include bits of their portfolio. If you feel this is something you would like to do, make sure you sell your strengths to the client around the particular job. Learning how to highlight your most attractive abilities for the specific needs of an individual client is an invaluable skill.

  1. Upsell Your Package

Personally, I always like to think to the future. I will add an “upsell” plan in the proposal, showing my client a complimentary service I provide that matches the one they have asked about. I give them the price and ideas of what it would look like, saying that it would be a great add-on down the road. Who knows, maybe they will want to add it from the start!

  1. Conclusion

Tie it all together. Create a sincere conclusion saying how excited you are that they have come to you and why you would be such a great fit. A good closing paragraph might look something like this: “I believe we are a good match and if you feel the same, let’s move on to the next steps.”

Obviously make sure this is the best representation of yourself. Use a visually appealing structured layout. First impression is everything: your proposal should be pleasing, crisp, and well-organized.

Make sure you send any relevant welcome information you have along with your proposal.

Most important, make sure you are being true to yourself and the type of business you want to create. What makes your proposal different from every other freelancer or virtual assistant? You need to make yours standout in a professional but charismatic way. Don’t take a client that is not a good match for you. And remember, you are the boss now.

If you’re ready to create a great proposal for new clients, but could use some guidance, we’re here for you! We can assist with any aspect of business building and strategy. Simply shoot us an email or give us a call today.

The Dirty Truths Nobody Told You About Hosting a Virtual Summit

All this talk about hosting a virtual summit has you excited. What you don’t know are the dirty truths most people fail to mention. If you dive into a virtual summit without being prepared, you will end up in over your head. Virtual Summits take months of planning and organizing to successfully execute. I can’t stress enough that you won’t be able to complete a virtual summit by yourself. You will drive yourself crazy without some additional support!

Here are a few areas that we know from experience it is great to bring in another set of eyes on.

#1 Test Equipment in Advance

This seems like a no-brainer but as a small business owner, it’s easy to put the equipment aside, forget about it and worry about all the other things on your to-do list. Then when push comes to shove, you set up last minute only to find out– %$#@! Technical difficulties! Please get your video, microphone, and programs all set-up well in advance and practice using them with friends and coworkers! That way if you come across any issues you can call over your techie friends to help you set it up and you’ll know how everything works before the big day comes. It is best to make sure you are super confident in the technology. You don’t want technology to be a stressor when you are trying to rock it!

#2 Customer Support

Summits aren’t an evening task. They take time. You will be out of office for a good period of time so who is going to hold down the fort and answer to those emails while you’re away? What all the offers or details you are selling? The people trying to connect but are having trouble? Someone needs to be on call for customer support. Your people want answers! Have help with your customer service, and make sure that person is in the loop of the product/service so they can best help your audience. Your customer support team is the first touch to the business. Make it great! Be sure to plan for this well in advance so you can relax during your summit and not worry whether your business will still be there when you get back!

#3 Design/Marketing Campaign & Promotion

Let’s face it, you’re not a jack of all trades, and you are definitely not a designer! Designing and digital marketing are really in-depth processes, and when they are done right, it is very successful! Leave this to the pros to help promote your virtual summit. This will be the face of your summit and you want to look professional and have eye-catching branding and design.

#4 Website & eCommerce

You will be busy planning content for your upcoming interviews and you’re not about to dive into all that code jumble! It is important that your summit/membership website and ecommerce for both are all set up and running correctly well in advance. Find a developer who can support you and execute this correctly. The last thing you need is frustrated customers who can’t buy your All-Access Pass which means lost revenue for you!

#5 Schedule Planning and Organizer

Different States, Countries, and Time zones – Oh my! The number of guests you will be interviewing during your summit may be shocking. Four to Five speakers will not suffice. Expect to be interviewing around 25-30 people in your industry. Trying to schedule and plan interviews with this number of people from all around the world is no task for you! Let someone else take this lead and set up these meetings for you.

#6 The Aftermath

Congrats you successfully made it through your summit, which means you get to jump right back into your normal routine. WRONG! You still need to consider sending out thank you notes to all the speakers and make sure your all-access pass members have sufficient customer support. Did they get their log-in information? Can they log-in? Can they access the content? This is where a customer support specialist will aid you otherwise you will lose your mind trying to answer all the tickets. Not to mention the thank-you letters…that’s 30 letters you need to write! Maybe that is best handed off to an assistant who can help execute those letters.

Whew! Exhausted yet? This is what I am saying, you need to enlist help to make sure the overall summit is outstanding and you look amazing. Make sure you have the right team in place to manage that-you can always contact us at Alpine Small Business Solutions.

7 Essential Tools You Need to Launch a Virtual Summit

Now that you are convinced why a virtual summit is a great idea for your business, here is a rundown of the tools you will need. Running a virtual summit doesn’t need to be expensive, but keep in mind the outcome will be equal to what you put into it. You don’t need to buy a professional several-thousand-dollar video and microphone set-up, but you don’t want to buy a $20 one either. Let’s meet somewhere in the middle and here’s a few of our favorites:

#1 Webcam

Unlike podcasts, a virtual summit requires a webcam. High quality helps to engage and keep your viewers interested. While most laptops, desktops and phones do have a webcam built in, they are usually not the best quality. Some smart phones do have a great camera, but lack in microphone quality. Besides, it’s much easier to manage broadcasting when you have a set-up at your computer station. Trying to do it all mobile proves to be a challenge.

You do not want to purchase a webcam that is less than 1080P since most services like YouTube often compress your videos. You can combat this by starting out by recording at higher quality.

The Logitech HD Pro Webcam C920 is a great middle-of-the-road USB option! It has a 73% 5-star rating on Amazon with a substantial amount of written customer reviews, which make this camera a very promising one. It offers widescreen video calling, automatic low-light correction, and works on all computers.

#2 Microphone

Webcams almost always come with a built-in microphone, but again the quality will never be as good than if you invest in a separate USB microphone. A microphone is just as important as your video; what good is a virtual summit if nobody can understand a word you are saying? You do not need to dive into professional recording equipment for this. Just look for a microphone that is recommended for podcasts and gaming with noise cancellation.

The CAD GXL2400 US Microphone is a great option that won’t break the bank. It promises to produce studio-quality output and a shock mount that will allow for it to sit at a comfortable height at your desk. It has 4/5-star review with great customer reviews and the best part is it’s only $30!

#3 Video Recording Software

You need software that allows you to see, hear and interview your guest speakers. You have two ways you can approach a virtual seminar:

If you want to do live broadcasting, I recommend using YouTube.

If you want to record the interview so you can broadcast at a later time, we highly recommend Zoom. It’s a web-based webinar program that’s free for up to 2 attendees.

#4 Video Editing Software

It doesn’t matter what video editing software you use. It is up to you to use whatever tool you feel most comfortable working in. There are complex video editing software costs hundreds of dollars, but there are many free options as well. If you have a Mac computer your computer already comes with iMovie which is simple and easy to edit your videos. Another great option is Camtasia where you can create a screencast, add callouts, and more. You can even edit your videos inside of YouTube for free!

#5 Video Host

YouTube is the largest video hosting platform out there. It’s great if you want to broadcast live or later date. Vimeo is another good choice. Both work great and both can embed the video on your own website or create an easily shareable link.

#6 eCommerce & Membership Site

Shopify is hands-down the best ecommerce plugin for your website. Eventbrite is another option to sell tickets for your event if you don’t sell or plan to sell products from your website. Both are secure and easy to use.

You might have to get creative in how you sell your all-access pass because your customers will need a way to log-in to the membership site. An example could include adding these customers to a separate mailing list and giving them a log-in and password to the membership site. This same mailing list could be used to market a new product/service as mentioned in the last article.

Shopify is good if you want to do implement order add-ons or physical products supporting your virtual summit and brand like t-shirts, hats, pens, etc.

However, Eventbrite is free and extremely user friendly. You can link it to social media and has several different customization options such as making it a public or private, set a limited quantity of tickets available, reserved seating, free/paid/donation ticket, and more!

#7 Backdrop

This is optional, but you want to consider a backdrop for your recording area so you look professional. This could be something as simple as a plain sheet or blanket pinned up on your wall. If you opt-out of a backdrop be aware of potential distractions or items in the background of your video.

There you have it…all the basics without breaking the bank. If you need more help in setting all this up or tips from our pro, contact us at Alpine Small Business Solutions today!

Back to School Organization for the Entrepreneur

Number 2 pencils are being sharpened, school buses are traversing through the city, kindergarteners are waddling around wearing backpacks as big as they are – it’s back to school time once again!

The start of the school year is a natural fresh start in our calendars, regardless if you are sending children off to classes (or heading off to class yourself). It’s a time to shift gears from hopping aboard the boat at the lake to hitting the books. Back to school organization is just as important for entrepreneurs as it is for students.

Get ready to start the year strong with our back to school organization guide for the entrepreneur.

  1. Get Your Schedule Sorted Out

Students rely on a schedule to be where and when. Sure, you may not have to report to geometry in room A203 anymore. But that doesn’t mean you shouldn’t follow a schedule.

It’s the paradox of the entrepreneur life. You hold autonomy over your schedule, but you should use that autonomy to set restrictions. Ask any successful entrepreneur and they will tell you a schedule is key (not convinced? Check out this post on why you need to set your work hours when you work from home).

Take some time to develop a work schedule that will work for you. Maybe your peak productivity hours are early morning and late afternoon. Schedule your workout for the midday slump. Maybe at 3 you need to shuttle your kiddos around to after school activities. Start your workday a bit earlier. Making a schedule sets you up to be organized and ready to rock this year.

  1. Stock Up on Supplies

Most stores host back to school sales for supplies like paper, pens, post-it notes, and even electronics. Conveniently, all tools you use to run your business! Take advantage of these sales and stock up on anything you will need throughout the year.

If you are lucky enough to have a storage area, pack it to the brim with discount supplies. If you haven’t already, make sure your supplies are organized and easily accessible.

  1. Get Ready to Learn

Students everywhere are getting ready to learn and so should you! Plan out a duoable learning schedule you can follow throughout the school year.

Maybe you take an online course through Udemy where you dedicate one hour Tuesday evenings to. Maybe it’s reading a business development book for twenty minutes a day (try this list of top books every entrepreneur should read). Always be learning. It’ll make you a better entrepreneur (and more well-rounded person).

  1. Gather Up the Timelined Checklists

Checklists are a great organizational tool. They help you remember those dozens of small tasks you need to do without letting something fall through the cracks. Checklists are your friend. At the start of the school year, collect ones you will rely on the following months.

Here are a few we recommend:

  1. Test Out Productivity Hacks

Productivity hacks are great. They let you work smarter, not harder. Pick a few new productivity tricks to try out this school year. You can even pick a new trick each month to continually make yourself more effective.

Here’s a round-up of some great tips to get you started:

Use these organization tips to start your school year off right. Don’t forget, Alpine Small Business Solution is always here to lend a helping hand. We can assist with any aspect of business building. Let us help your company grow this school year. Reach out today with a quick call or email to get started.

Your LinkedIn Personal Branding Strategy Guide

For many of us, LinkedIn is a heck of a lot like eating enough vegetables or reducing the sugar in your diet.

You know you’re supposed to do it. You know you can benefit from it. But in the hustle and bustle of life, making and implementing a LinkedIn strategy consistently falls down to the bottom of your to-do list. And it never gets done.

Luckily, effective LinkedIn practices really do not take much time at all. A few minutes each day, week, month, and quarter can make a world of difference developing your personal branding.

Below is our recommended LinkedIn personal branding strategy guide. Commit to a few extra minutes and watch your online presence become stronger!

Daily LinkedIn Practices

As an entrepreneur, you are already stretched pretty thin. I get it! The last thing you want is another item on your to-do list. Fortunately, this one really does only take a few minutes a day. If you need to, download the LinkedIn app on your phone so you can update it while waiting in line at the grocery store or during your commute.

  1. Post content. Like any social media channel, LinkedIn requires consistent quality posting to be effective. Aim to post every day Monday through Friday. Regular posting showcases your industry knowledge, since it shows you know enough to identify then read content from top industry players. When you add in your own commentary, it showcases your witty and intelligent analysis. To save time, you can batch posts with Hootsuite and curate posts by plugging your favorite blogs into Feedly.
  2. Interact with others. Social media needs to be social. Take the time to do something every day. Support others’ career efforts by “liking” their job anniversaries or new gigs (or, even better, shoot off a personal message). Comment on articles posted by others to add your intelligent voice into the world.

Weekly LinkedIn Practices

At some point each week, make sure you are completing the following tasks.

  1. Look for new contacts. Your network should always be growing. Attending networking events is a huge asset for this, but even just looking for people you know each week can massively grow your community. LinkedIn will suggest contacts for you in the “My Network” section, making it easy to continually be connecting. You can also look through profiles of those you know to see if you have mutual contacts.
  2. Interact in LinkedIn groups. LinkedIn groups are a valuable networking tool that gather like-minded professionals together. Aim for a smaller number of groups that you interact with frequently. You can search for groups here. Once you find groups, check out our post for best group practices.

Monthly LinkedIn Practices

Each month, take the time to accomplish the following tasks.

  1. Add in portfolio content. Ideally, each month you will be doing several projects that can be showcased in a portfolio. LinkedIn allows you to add in these pieces to display your amazing work. Take advantage of it! Adding in one or two projects a month can really round out your profile.
  2. Promote your profile elsewhere. If you maintain a personal branded Facebook or Twitter, create a few posts directing those audiences to your LinkedIn. Mention your profile in blog posts or a newsletter. Do a little bit of marketing each month to draw more people to your profile.
  3. Write blog posts. Well-written articles really help showcase your expertise. Taking the time to whip up one or two 500 word articles a month helps build your brand as a knowledgeable player in your industry.

Quarterly LinkedIn Practices

Each quarter, take time to comb over your profile and make any necessary tweaks.

  1. Examine your keywords. Your LinkedIn profile should be search engine optimized of course. But as your career develops, so might your career aspirations. Maybe last quarter you were more focused on general virtual assistant services, but recently you’ve delved into the world of social media marketing and love it. Adjusting your keywords can help make your profile appealing to different job recruiters. Use Word Cloud Generator to paste your LinkedIn text to see which keywords are most common (and adjust if they do not match your targeted industry keywords).
  2. Add in any new developments. Did you take a marketing class that you forgot to add in? Did your role shift at your current position and now you need a new description? It’s easy for these changes to happen without remembering to make adjustments on our LinkedIn. Going thoroughly through your profile each quarter helps make sure nothing important falls through the cracks.

When you take the time to build up your LinkedIn profile, it really can make a difference to your personal branding. Regular use helps paint you as an industry expert and someone others will really want to work with. It also serves as a self-reflection. Are you where you want to be in your career? What areas are you lacking experience? How can you re-adjust your strategy? Use your LinkedIn time to reflect on your career.

If you want assistance on setting up or building your LinkedIn profile, Alpine Small Business Solutions is here for you! Just give us a call or shoot us an email to get started.

A Case for Marketing with Promotional Products

In today’s fast paced digital world, the best form of advertising is online and social media right?

Wrong.

In many cases, you are better off marketing with promotional products. You know, those pens/bags/shirts/mugs/other random assortment of items branded with a company’s name and logo.

Sure, you may roll your eyes a bit when you get a pen from your dentist. Gee thanks I’ve always wanted a dentist pen. But you still own the pen don’t you? And you still see that dentist don’t you?

The promotional products industry is valued to be more than $21 billion for one clear reason: it works.

There are a number of reasons why your small business can benefit from marketing with promotional products. 

More Bang for Your Buck

The cost per impression tends to be among the lowest for promotional products compared to other methods of advertising.

The breakdown goes:

 

Newspapers: 3.2¢

Prime-time TV: 2.5¢

Targeted mobile: 1¢

Internet: .7¢

Promotional product: .7¢

For highly cost effective marketing, go with Internet or promotional products. But as the following reasons show, promotional products often edge out Internet in other arenas.

Customers View Promotional Products Highest

When ranking different forms of advertising, consumers rank promotional products as the most highly regarded form. Internet advertising came in sixth and mobile advertising came in seventh. Put your money where the consumer trust is.

Customer Generation

Promotional products help at every stage of customer generation.

For raising awareness among the target audience, promotional products lead to 22% more referrals and 14% more leads. Promotional products also help increase response rates to direct mail marketing by 50%.

Promotional products create a favorable view of the company in 76% of people.

For turning leads into customers, promotional products turn 52% of people into customers.

Promotional products help you reach your target audience, woo your target audience, and convert your target audience into customers.

Customers Better Remember Your Company

Consumers remember your company better when it shows up as a promotional product over other forms of advertising.

They say 76.1% of consumers can remember the company name off of a promotional item given to them in past year. Only 53% could remember from a TV or print ad they saw in the last month. A mere 27% could recall from an online ad.

There are a few possible explanations for this discrepancy. Customers are blasted with online ads every day, so they learn to tune them out (or install ad blocker). Customers are not bombarded with promotional products daily, so the ad stands out.

Promotional products also lead to repeat exposure, while an online, TV, or print ad does not. There, the customer sees the ad once. With a promotional product, they can see it multiple times. About 73% of consumers used the promotional product in the last week and 45.2% used it at least once a day. And 58% of consumers keep the promotional product from between one year to four years. That’s a lot of exposure, helping customers better remember your company.

A Case for Promotional Products

Choosing the right advertising medium for your company is a never ending quest. Various factors affect the “best” option at this given moment: the budget, the campaign project, the target audience, etc.

Promotional products are unfortunately often overlooked as a solution in today’s electronic world, but they should not be. Promotional products may be exactly what you need for marketing your company! That simple pen/bag/shirt/mug/other random item could be the ticket to capturing the attention (and the payment) of your target audience.

If you want assistance implementing a promotional product marketing campaign, Alpine Small Business Solutions is here for you! Just give us a call or shoot us an email to get started.

Twitter Makes Changes to Their Character Limit…Again

Since Twitter launched in 2006, the character limit has remained constant. Users could say anything they wished, so long as it was confined to 140 characters. This number was loosely based off the 160-character text message limit, since Twitter was meant to be a sort of public text messaging service.

Users have complained about the character limit restriction (while simultaneously arguing that removing the character limit would kill the platform). Ah, the fickleness of the consumer.

Twitter’s newest attempt to appease consumers and improve the functionality of their service took the form of changing how replies work.

How Twitter Replies Used to Work

Previously, a reply would involve a tweet beginning with “@username” and then the user’s message. The username character count went towards the 140-character limit. If a few users were involved in the conversation, the character total quickly got eaten up. It also made it difficult to actually see the message content since it was after a long string of usernames

The Recent Change

Now, the Twitter handle in a reply will not count against the 140-character limit. Instead, there will be a message at the top of the tweet saying “replying to…” with the list of usernames in the conversation.

The main reason for this change is user-friendliness. Removing the usernames from the word count allows users to fit more information in their message, potentially improving the quality of discussion.

Twitter’s goal is to make conversations easier to follow, allowing users to focus on the discussion of the tweets and not the lists of those in the discussion. Tests done by Twitter found this change led to more people engaging in more conversations, so it’s reasonable to believe this change affects conversations.

The Drawback

With every change, people grumble. People grumbled when Twitter’s algorithm changed. People grumbled when the Facebook newsfeed look changed. People will always grumble.

Right now, the biggest complaint people have over this change is the potential for trolling. Now that the usernames don’t count for the character limit, users can tag a ridiculous number of people in their messages. Since people can be tagged and dragged into conversations without their consent, this can become a huge annoyance rather quickly.

Future Changes to the Character Limit

In the past few years, Twitter has tweaked what counts towards the character limit. Other changes included not counting photos, GIFS, or quote tweets as part of the limit. The next logical change would be to not count URL links as part of the word count. An argument can be made that links are comparable to photos. Neither are usually meant to be the whole message, but rather a supplement to the message itself. There’s no word yet on whether this change is being considered by Twitter staff.

5 Things to Do When You Feel Overwhelmed in Your Business and Life

As an entrepreneur, life can get overwhelming pretty fast. Projects pile up, crucial staff members call in sick, clients impose unreasonable deadlines…and that is just on the work end. Somehow you also need to find time to do a grocery run, take the dog to the groomers, shuttle the kids to soccer practice, all while dealing with being sleep deprived, of course.

It is common to have periods of time of being utterly overwhelmed in your business and life. Heck, it is almost a rite of passage for entrepreneurs to face…again and again. When you feel the stress and tension headache bubbling up, get into action with these five things to do when you get overwhelmed.

  1. Get Rid of as Many Stressors as Possible

If you have too much on your plate right now, clear off the plate! As go-getter entrepreneurs, we can find ourselves overcommitted quickly. Maybe we hate saying no. Maybe we underestimated the time commitment when we said yes. Maybe when it rains it pours and you find yourself now drowning. Whatever the reason, you do not need to resign yourself to struggling to bear the weight of everything needing to get done.

Ask yourself if everything needs to be done. Then ask yourself again. Much of what we do can be automated or streamlined. Can you batch tasks to get them done more efficiently? Is there a low-cost service you can invest in to automate these repeating tasks? Is the output on a task really worth the time and effort cost? Ruthlessly evaluate everything on your to-do list and then eliminate, automate, and streamline.

Then look at what’s left and delegate everything you can. It can be tough to hand over the reins to someone else, but you’ll be amazed at how much better you feel once you do. It’s an immediate solution to getting more off your list. Sure, you may stress a bit wondering if the person will get everything done. But reassure yourself that they will (or worst case scenario someone else can pick up the slack).

  1. Sit Down and Write It Down

When life gets overwhelming, we often find ourselves scurrying about trying to get it done. We feel we have no time to waste, so we resist taking the time to pause and create an effective plan of attack. We launch ourselves into tasks immediately, failing to stop and prioritize. This results in us mismanaging our time and energy.

Taking a few minutes to write everything down makes a world of difference. Seeing everything in black and white makes it instantly less stressful. A list can be tackled. A list has an end point. A list means we are no longer wasting precious mental energy trying to keep track of everything in our mind. Writing it down helps us “clear our heads” and see the full picture, allowing us to more effectively strategize.

Once you make your list, prioritize tasks and attach deadlines to everything. It will help you feel less like things are hanging over your head, which helps reduce feeling overwhelmed.

  1. Get Up and Go Out

Now that you have eliminated everything possible from your list and articulated everything you need to do, step away from the chaos for a moment. But I don’t have the time you may think.

Here’s the thing. You do.

You can spare fifteen minutes to go for a walk outside and clear your head. Nature has a unique calming effect on our bodies and our brains. Study after study shows the near healing power of being outside. Spend a few minutes walking around in nature and do not obsess over your to-do list. Focus on the sights and sounds around you, your breathing pattern, a fun memory from a recent time with a loved one, whatever it takes to think about anything other than what you need to be doing next. Clearing your head will help stop your stressed-out fight or flight mode and return your body to a healthier state, allowing you to get started on your to-do list with a focused mind.

  1. Be Proactive in Managing Your Stress


Now that you have returned to the grind, ready to tackle your projects, it is important to proactively manage your stress. It is not sustainable for your physical and mental wellbeing to go from overwhelmed, to workaholic mode, to feeling fine for a few days, only to return to feeling overwhelmed. When our projects pile up, it can be hard for us to justify taking breaks. But breaks help refuel our energy and help make us more productive. Breaks help us get more and better quality work done in less time.

It’s important to not wait until you feel overwhelmed to take a break. It will take longer to return to a state of calm than if you instead proactively take breaks before you feel overwhelmed. There are many break time strategies, with the Pomodoro method being a steady favorite. Work for 25 minutes. Take a 5-minute break. Repeat four times and then take a 30-minute break. Repeat until the work day is done. This proactive managing of your stress will help prevent future feelings of being overwhelmed.

  1. Practice Daily Self Care

Caring for yourself is one of the most important things you can do, both for yourself and your business! To perform at your best capacity, you need quality sleep, a balanced diet, regular exercise, and time for yourself. Journal your feelings. Get massages. Read in the backyard. Find one or two habits designed just for your self-care, not for being productive, and engage in them every day. It will help you feel better overall and fight those feelings of being overwhelmed.

Should a Virtual Assistant Have Insurance?

One nitty gritty detail about working as a virtual assistant is insurance. But how do you know which you need when there are so many choices? Errors and omissions insurance? Business owner’s policy insurance?

There are a plethora of options. There’s insurance most people get through their companies, like health insurance. There’s insurance common for people who work from home, like business interruption insurance. And there’s insurance for every scenario and disaster under the sun.

With so many options out there, it’s easy to get overwhelmed. (Or even talked into insurance you really don’t need!) But, you can be fine with minimal insurance (unless you’re running your own company). Below are the basic insurance options most likely to benefit virtual assistants.

Business Personal Property Insurance

You can’t work as a virtual assistant without your tools. Your computer, phone, and desk are some of the invaluable resources you use to get things done. But, what happens if these are stolen or damaged in a natural disaster?

Unfortunately, most home insurance policies do not cover your home business office. It’s worth a check of course (hey, maybe you’ll luck out), but odds are you’ll need to buy this separately. You can add coverage of business related property as a rider to your home insurance policy.

In most cases, this is a worthwhile investment. You can skip this one if your equipment isn’t worth much or the odds of theft or natural disaster are low.

Business Interruption Insurance

This insurance protects you if your business premises and equipment are temporarily unusable (like after a fire). You’ll get compensated for your loss of income and your operating expenses. Sometimes, the insurance covers expenses for temporarily re-locating to a new location.

This insurance is added to a property insurance policy or is included in a package policy.

You’re fine skipping this option if it’d be easy for you to work from somewhere else or get replacement equipment (like temporarily borrowing someone else’s computer). But for those who would be stuck if anything happened to their office or equipment, you’ll want to be sure to make this investment.

Disability Insurance

Accidents happen. A car wreck, illness, or other outstanding circumstance can hit you out of nowhere, and leave you unable to work.

That’s where disability insurance comes into play. Disability insurance helps you when you can’t work due to illness, injury, or accident. Hopefully, of course, those scenarios never happen! But if they do, you’ll get income replacement checks so you’re not temporarily out of a source of income.

Disability insurance is especially important for virtual assistants. You can’t rely on vacation days or sick leave to buy you time while you heal like you could in a traditional job.

If you’re in the early stages of being a virtual assistant (and making minimal income), then you can hold off investing for a bit. But, you’ll want to buy disability insurance once you start relying on your virtual assistant income. It’s one crucial step toward preparing for the unexpected in your work life.

You’ve got a few choices in choosing a disability insurance provider. If you’re married, you may be able to buy a policy through your spouse’s carrier. Also, you can get insurance from an individual provider or the Freelancers Union.

Health Insurance

Your health should be a priority in your life. Being able to afford treatment, doctor’s visits, and medications is a crucial part of that. Even if you’re a young and healthy person, these costs out of pocket add up fast. Since you’re not able to get health insurance through an employer, you’ll need to get this one on your own.

Fortunately, you have several options. If you’re married, check out your spouse’s policy. You can join the Freelancer Unions’ National Benefits Platform. You can go through a faith based health care sharing service. Check out your state’s health insurance marketplace. Look into an individual private insurance company.

When choosing a plan, keep in mind what medical services you need and what prescriptions you need covered.

At the end of the day, the insurance you need depends on where you’re at. Brand new virtual assistants can wait longer. Once you start taking in more clients and income, consider getting coverage. Insurance is a tedious topic, but it is important to know what your best options are. It’s just one of the many pieces to get into place during your virtual assistant career journey!