Being responsible for looking after CVAN’s request for proposal process, I get to interact with quite a number of potential clients interested in pursuing a relationship with a competent virtual assistant. I sometimes also hear from them after their RFP has been posted to our members, and they have received a number of proposals. Sadly, it is not uncommon for me to hear that the responses received were less than professional. It is because of this I thought I would offer my suggestions for a professional presentation.

Avoid using canned responses when responding to RFPs.

• Show genuine interest in the project - visit the potential client’s website (if the address is not supplied, do some research). Note what they do, who his or her target market is, learn more about them in the about us section of their website. Then personalize your response in their style that you’ve discovered from their website and request for proposal. 

Do not include a resume!!!

• This cannot be stressed enough. In fact, if you have a resume, throw it out, delete it from your computer! Get rid of it! You are an independent service provider, a.k.a. entrepreneur or small business owner. You are not an employee. Act accordingly. Would you ask your lawyer, plumber or teacher to see a copy of their resume? Not likely. If you’re smart, you’ll ask for reference but certainly not a resume. Get out of the employee/employer mentality!  (Can you tell I feel a bit passionately about that point? =)

  So, how do you professionally respond to a request for proposal?

Read on here…

Protecting precious data-my own, and my clients’-is an integral part of my computer strategy here at Delphian. In my case, protection begins with a firewall and specific software, and ends with running full and incremental backups.

All of our computers have antivirus protection. Despite some real headaches and hiccups, I’ve stuck with Symantec ^TM (the folks who make Norton^TM ) for several years. Right now we’re running Norton 2008. It’s packed to the hilt with protection that includes antivirus, a firewall, anti-Spyware, e-mail scanning, Phishing protection … and more.

Enter "redundant" systems.

Long before Symantec offered anti-Spyware protection, I did some R & D and at the time found one of the consistently high ranked products: Webroot ’s® Spy Sweeper^TM . (In fact, it is still ranked very highly). To compete with Symantec, Webroot has since branched and now offers several other products. I have two additional products (AntiVirus^TM and Window Washer®) from them. So two of our three computers now run both Norton and Spy Sweeper. Is that degree of protection really necessary, or, is it simply redundant? My answer is "yes" to both questions.

Over the past couple of years, there have been times when Spy Sweeper picked off something that Norton missed. This was truer before Norton offered anti-Spyware, but it still happens. It may be rare when one finds something the other doesn’t, but "rare" doesn’t mean never. Each week, I run full system scans of both Spy Sweeper and Norton.

And here’s more redundancy: the router used to power the laptops has a built in firewall (and is of course secure). Add to the mix that both laptops are running Microsoft® Windows Vista ^TM . This version of Windows comes with Windows® Firewall and Windows Defender (its antivirus protection). In addition, Vista comes with a number of other security features, many of which were not available in earlier versions of the Microsoft Windows operating system.

So yes, I have redundant data protection for my personal data and my virtual assistance practice. And it starts at the top level; on the front line, , where the data is most vulnerable.

Assuming I’m able to keep out the bad guys, I also have a backup plan. Until recently, I was backing up to rewritable DVDs. It worked, was fairly quick, and the backup media obviously took up little space. But at the beginning of this year, I purchased a 500 GB removable hard drive. In a word: wow! It slots into an available port in the front of the desktop (pretty seamless), and has a USB cable for the laptops. I do both full and incremental backups (for data that has been added or changed since the last backup). Having more backup capacity than I currently need gives me peace of mind.

Finally, I sometimes copy current projects to one of my USB keys, and yes: I print material when needed and safely store it in the filing cabinet!

This post would be far less than complete if I didn’t include mention of the array of online storage and backup solutions that are now available. While I don’t use online backup solutions (such as those offered by Carbonite and iDrive ), I occasionally make use of Box.net . Even their free account offers plenty of storage for documents and photos, and you can choose who to make them available to.

Do you have a system in place to protect your data? If not, now is always the time to explore, to take advantage of ‘free stuff’ where possible and feasible, and to take action to protect valuable information.

Submitted by: Rob Neilly
Rob’s story: After a lengthy administrative career (various employers) in Corporate Canada, Rob completed his training as a webmaster. He ran a web development business for a few years, and when he closed its doors, he trained and graduated as a virtual assistant. As a VA, he now runs a practice in Toronto, Canada. His website can be found here , and his blog here .

Title: Understanding Your Client …. Do YOU Know what they DON’T know?
Location: Teleclass
Date: Tuesday, August 19, 2008
Time: 1:00 - 2:00pm EDT
Leader: Cindy Greenway 

Description: “I don’t know what I don’t know.” is one of the most memorable statements I heard from a small business owner on a telelclass on how to boost business with a Virtual Assistant.

It took me a few weeks to fully understand what this person was telling me.  Do you fully understand?

Virtual Assistants assume their potential and current clients have a full understanding of:

• what a Virtual Assistant is
• why they need a VA
• how a Virtual Assistant can help them (including how to get started)
• how to delegate to a Virtual Assistant
• how to communicate with a Virtual Assistant 
• … and much more.

The truth is, most small business owners have very little or NO idea how to work with a VA.   

In order to build a VA business and have successful and ongoing relationships with new and current clients, YOU, the Virtual Assistant, must tell your clients what they don’t know.

Join me and I’ll provide you with specific steps you can implement to fully understand your client and TELL them what they don’t know.

Register for the class by sending a quick email to teleclass @ canadianva.net

Whether you are writing for yourself or your client, there are ways to make sales copy more enticing for the reader and more likely to produce positive results.

Many writers focus on telling you how great their product is instead of letting you know how the product will benefit you and make your life easier . Let them know how it will improve their lives and the upside to owning it or using your service. Ask your current & repeat customers why they chose your company and what makes you different from your competitors. Be sure to add those comments and testimonials to your ad or sales letter (always ask for permission from your client first).

Use smart headlines to draw their attention and subheadings to keep it. If you are writing in paragraphs, you must summarize the point in the first line to keep them reading. Most people will only scan your ad or letter, so make sure the main points are engaging enough to keep them interested.

Tell them what you want them to do …whether it is to “order now” or “call to book your appointment today!” Don’t leave it up to them to decide how to proceed. People are drawn to instruction…and many will follow up if you tell them exactly what to do next.

Be clear and concise with your wording so that anyone can understand your topic. Don’t use industry specific jargon unless you are targeting an exact audience. Keep it simple and easy for everyone to comprehend. Make sure your grandmother would get the gist of what you are saying.

Don’t forget to proofread! Once you have read and reread your copy, have someone else look at it. A fresh set of eyes can usually spot any mistakes and if you are not 100% sure, hire a professional proofreader. You don’t want to send out a typo or grammatical error. Mistakes stick out like a red flag and leave a bad impression with the reader or prospective client.

Good luck and happy writing!

“There are two fools in every market, one asks too little and one asks too much” ~ Russian Proverb

Monica Martin

1st Priority Virtual Assistants

As a mother of a 2 year old, I found out the hard away about what it means to have a "childproof office". At two, my daughter is at the height of curiosity; her little hands can find their way into the smallest of areas. To her, a computer keyboard resembles a piano, any piece of paper lying on the desk is fair game and needs a little red crayon, even the garbage basket can become a little too tempting for my little munchkin to explore.

It was becoming a growing concern, I came to realize very quickly (when I walked into my office to find her under my desk with my computer power cord wrapped around her arm shouting "pull, pull" as she was yanking it from the wall) that it was time to take childproofing a little more seriously.

Now I do have childcare and for the most part my office is off limits, however in some cases having my daughter with me while I work is unavoidable and quite honestly often I enjoy the company. After all one of the reason why I became a VA was to have more time with my family.

So I began the childproofing process, I read a few articles, did a little research and came up with my plan of action.

1. Create a distraction. I wanted to ensure she had plenty of things to keep her occupied besides the "shiny" stapler. I put together a box of toys that are only for the office. Since she doesn’t play in my office too much, these toys are a new discovery every time she’s there.

2. Give her, her own keyboard. She loves my computer keyboard and quite honestly what child wouldn’t. Instead of having her type away on mine and then having to figure out how to get rid of all those error messages, I found an old keyboard not in use and allow her to play with that. She loves it!

3. Outlet covers. Why are electrical outlets so attractive to a 2 year old? Well they are, at least to my 2 year old. I placed outlet covers on any outlet in my office that did not have something in it.

4. Get rid of the wire. For the most part my office is a wireless environment. However I can’t get rid of 100% of the wires. I neatly tied them up with cable ties and made them a little less noticeable. Out of sight, out of mind!

5. Lid the Garbage. I found a cheap little garbage with a lid on it. Not the most convenient for me when I have to throw something out, but worth the 2 extra seconds it takes to take the lid off in order to avoid my daughter picking out crumbled paper and chewing on it.

6. Put the paper away. I have to admit I do not run a totally paperless office (I’m working on it though) so I have managed to become a little more aware of the amount of paper I have in my office and what I’m using. I now try to file everything that isn’t "nailed" down.

7. Little items, big problems. It’s amazing to me how even the littlest items can be so interesting to a 2 year old. Again, I’ve been more conscious of loose staples, elastics, tacks, paper clips and appropriately store them out of little hands reach. Desk drawers with childproof latches are great for this. If you lack drawer space, Tupperware containers make great storage for little items.

So as you can see my plan didn’t take too long to implement, the cost was very minimal, and all worth it to spend a little more time in the day with my little girl. Of course, she was right about one thing, a little splash of red crayon can make a huge difference.

Have you ever felt inferior to someone? Have you ever looked at a successful, established person and WISHED you could be like them? Of course you have - we all do.

In my ‘previous life’ I have worked for many Executives and Owners of companies. There was a huge variety of styles and personalities; from the "let’s chat and brainstorm about where this company needs to go" to the person who purpousely made you walk to the front reception desk at one end of the building to get his guest, bring them to his office. When they arrived you asked of anyone wanted coffee etc. and 5 minutes later he decided HE wanted one and sent you back to the kitchen which is located b the reception desk to get it. You know who I mean - the one who kept you under his thumb for the sheer feeling of power it gave him.

We are not in that situation anymore - and it is time we started to act like it! I am using the ‘Royal We’ - and speaking to myself as much as anyone here. Do you consider yourself "just a secretary"? Do you consider yourself "just a" anything? Those of us in the VA industry have taken a huge leap of faith and put our trust in our abilities and our talents. We are relying on them to support ourselves and our families. We are as good as anyone out there. We help companies big and small achieve their dreams, and in return they help us achieve ours. We have a symbiotic relationship, we do not rely totally on "the boss" for our self worth. Or do we - WE are the boss.

The next time you are feeling intimidated or down, remember you are not "just a" anything - you are a business owner. Treat yourself with all the respect you deserve.

Lauren Pibworth

Lately, many have asked me what’s the secret behind my ongoing enthusiasm and my energy. I’m somewhat of an Energizer bunny: I keep on going and going… Actually, it’s not much of a secret. I believe anyone can improve their energy level and enthusiasm if they want to. It’s really a matter of choice. You can read the rest here.

Submitted by Danielle Guérin.

Danielle is the author of Virtual Efficiency , another blog about Virtual Assistance, the founder of VADG, Virtual Assistance with Danielle Guérin . She has been in business since 2002 and now shares her experience with new VA’s. Danielle is also the creator of The Global Manager - The Planner to Manage Your Time and Your Personal Life.

Looking for a unique way to share articles online other than the traditional article marketing route? Check out Hubpages.com , an online publishing network where authors, like you and me or your clients, can create mini blog pages or "hubs" based on relevant topics. Similar to a blog, hub followers become your "fans" and post comments about your content. Based on the hub score ranking system, articles gain popularity and consequently; more recognition.

Advantages of Using Hubpages :

1. Internet Presence
Define yourself as an authority in your field by creating multiple hubs in your area of expertise.

2. Simplicity
Setting up a hubpage is extremely simple and geared for those in the non-techie world. Photos, video and audios can be uploaded for added visual benefit.

3. Social Media
Get started in the social media world by creating your first hub and get a feel for the how powerful social marketing is. A blog in conjunction with your hubpages site is a great match made in heaven!

4. Keyword Ranking
Similar to a blog, tag word inclusion is important when creating a hubpage. Define the tagwords that relate specifically to the hub and Google will reward you with higher rankings.

5. Link it Back
Fans have the option to subscribe to your RSS feed to keep on top of all new hubs created. Reward them by creating by offering informative content and they’ll keep coming back.

6. Statistics
Hubpages offer stats in the form of a graph that charts the traffic history to your hubs. In most cases, the greatest activity happens on the day you submit a new hub… that’s fast.

Now that you know the ins and outs of Hubpages, give it a try, you never know where your next "fan" will turn up.

Theresa Scholes
Click Virtual Assistance

Click Virtual Assistance is a growing virtual assistant business providing e-commerce and social media marketing to service professionals that realize they just "can’t do it all". Find out more at www.clickva.com .

Build the Marketing Framework For Your VA Business
Method: Teleclass
Date: Tuesday, August 5, 2008
Time: 1:00 - 2:00pm EDT
Leader: Jody Gabourie, The Small Business Marketing Coach

Do you have a marketing framework set up for your VA business?

Do you know what your core marketing strength is and how you should build your framework around it?

Whether you’re a VA who is just starting out or who’s been around awhile AND you’re serious about getting results from your marketing, then please join Jody Gabourie The Small Business Marketing Coach, on this information-rich teleseminar.  You’ll find out:

• what exactly is a marketing framework and why it’s so crucial for your success
• the different components you must have in your framework
• ideas and suggestions on what marketing tactics to use for your particular marketing strength
• what marketing strategies you can add to your marketing framework
• what you can start doing today to find and keep your most profitable clients

See you on this exciting teleseminar where you can learn all about creating a marketing framework that will help you and your VA business be a success!

Bonus 1: You’ll get a valuable worksheet to use during the call to start getting into action right now!

Bonus 2: Jody will also share a link to get a free copy of her ebook Your Marketing Mindset:  Is it Helping or Hurting You?

Understanding Your Client …. Do YOU Know what they DON’T know?
Method: Teleclass
Date: Tuesday, August 19, 2008
Time: 1:00 - 2:00pm EDT
Leader: Cindy Greenway 

“I don’t know what I don’t know.” is one of the most memorable statements I heard from a small business owner on a telelclass on how to boost business with a Virtual Assistant.

It took me a few weeks to fully understand what this person was telling me.  Do you fully understand?

Virtual Assistants assume their potential and current clients have a full understanding of:

• what a Virtual Assistant is
• why they need a VA
• how a Virtual Assistant can help them (including how to get started)
• how to delegate to a Virtual Assistant
• how to communicate with a Virtual Assistant 
• … and much more.

The truth is, most small business owners have very little or NO idea how to work with a VA.   

In order to build a VA business and have successful and ongoing relationships with new and current clients, YOU, the Virtual Assistant, must tell your clients what they don’t know.

Join me and I’ll provide you with specific steps you can implement to fully understand your client and TELL them what they don’t know. 

Register for the class by sending a quick email to teleclass @ canadianva.net