If you are, you’re not alone.

When we start out running our own business, we inevitably have to wear all of the hats from administration to sales and everything in between.

As we start to build our business, some of these tasks can take over time that would be better spent working with clients … you know, the ‘revenue’ part.

But it can be difficult to get started.

Your business is your baby. When you build it from the ground up, it can be difficult to bring in someone to help you with certain aspects of it – not just from a control standpoint (or lack of control!) but also from the perspective that you now have to ‘manage’ other people who are involved in your business.

This is often the thing that keeps people from seeking help when they need to get it. But the fact is that without support, your business is not going to be able to grow quickly and successfully.

So … where do you start? Easy. With a wish list (doesn’t that sound FUN?) … a Virtual Assistant Wish List!

The VA Wish List will allow you to strategically plan what it is you need help with, and will also help you plan when you can bring that type of support into your business. Here’s how:

1. List all the things you do in your business. This means everything. If you need to ‘follow’ yourself around your business for a week or a month to build this list, do it. You’ll be surprised at what’s on it!

2. Indicate what you don’t like to do, or what you don’t do well. These are the things that you should get support around immediately.

3. Indicate things that you know you will eventually need to get help with if you business gets very big very quickly. These are the things you should plan to get support with ‘at some point’ (then set that point!)

As you look over your list, really think about:

1. How easy it is to delegate  – can you call someone now to help you (ie bookkeeper, housekeeper)

2. What procedures do you have in place – if you have to explain your ‘way’ of doing things to people, do you have it written down? If not, how easy is it to do that?

3. Rank each task as most important to ‘get off your desk’ – by knowing what you need to get rid of fastest, you can free up valuable time quickly so you can focus on bringing revenue into your business right away (*and that could pay for your outsourcing!)

It’s as simple as that. Write it all down so you can look at it. Pat yourself on the back for all that you are doing in your own business. Then get moving to get help where it makes sense. You will not only free up your time to make more money, but you will also establish yourself as a growing business owner who recognizes that no one can (or should) do it all alone.

Don’t wish for support – build a Wish List and get it. For more information about working with a Virtual Assistant, visit my blog at www.yourvamentor.com/blog

Decide who will do what. It’s important to determine who will be taking care of which tasks, and when they will be taken care of. If you don’t use some type of collaborative software, at least keep a simple checklist that everyone can work with. There is nothing worse than missing a deadline simply because someone wasn’t sure that it was their task to complete.

Schedule regular check-ins. Although it can be tempting to pick up the phone every time you have a question, it’s easier to schedule regular check-ins to cover updates for more than one task at a time. Email is such a distraction, but a good way to ensure that everyone is communicating is to simply reply to an email when someone sends you one. A simple ‘yes I got it’, or ‘I will send it to you this afternoon’ can save so much worry, especially when you don’t have a regular communication routine going yet.

Ask questions. Be sure that the tasks set up are clear, and that the steps to complete them are also clear. Just because someone has used the same service as you to send a newsletter before, doesn’t mean they will do things the way you want them done. When a task is completed, be sure to discuss whether it was completed properly, and work out any issues before the next time.

Build standard operating procedures. The best time to build your standard operating procedures is when you first start working together. Write everything down as you get it done the first time, and be sure that the procedure is right for the next time. Keep your procedures up to date once you begin!

Get to know each other! It is much easier (and more fun!) to build a strong working relationship when you find out a little bit about each other. Ask about family, hobbies and things like that. You don’t have to have long drawn-out conversations about what you watched on television the night before, but little tidbits of information can help to break the ice when you are just starting to get to know each other.

Bonus Tip: Be honest and open minded. It’s important to be honest with each other as much as possible. If something isn’t going exactly the way you planned, be sure to speak up. Likewise, if your new partner gives you some constructive criticism, try not to take it to heart, but work with it so that it benefits both of you. Not everyone works the same way, so compromise will be key to keep everyone happy. By working together, you will form a solid lasting relationship more quickly!

When you run your own business, it can be easy to fall into the trap of ‘doing it all’ yourself. But remember that by outsourcing those tasks that you don’t do well, or that you don’t want to do, you will be freeing up your time to do the things that you are an expert at doing.

Actually there are only 2 things you should be doing in your business : you should be working with clients (the thing you are an expert at!), or you should be doing specific marketing tasks to grow or manage your business (meeting and getting to know prospective clients!). All the rest should be outsourced to appropriate people.

In my networking circles, I am always talking about the merits of finding a VA who is a good fit for you … but up until last month I didn’t follow my own advice! I just hired my own VA last month and am already realizing how much more organized I am … how much more time I actually have to ‘be’ in my business.

It is amazing when you get those little things off your plate that you really shouldn’t be doing anyway, how much more organized you can be and how you can actually save money by spending money – by freeing up your time to do client work, networking or marketing.

So if you haven’t started working with a VA yet, what are you waiting for? I can honestly say I wish I did this a long time ago (and you will too!)

Your list is the key to selling your services or products, because it is a list of people who has already expressed an interest in what you have to offer.

It is easy to set up a mailing list, but then you have to promote it in order to grow it. It is not enough to just put an opt in box on your website and wait. There are so many ways that you can promote it, but here are three that are sure to get you some success:

1. Provide them with an incentive. If you have an opt in box on your website and you are not getting very many new leads signed up for your newsletter, it’s probably because people (in general) want free stuff in exchange for giving you their email address. If you write a report about something you know about that is interesting or important to them, that is an incentive for them to sign up for your list. At the same time, they are opting in for your newsletter, so once you have them on board, you will be able to market to them. A free offering has to be valuable to them, but it doesn’t have to be so detailed that they don’t need your services anymore. For instance: 3 Easy Ways to Build Your Mailing List could easily be turned into a free report! I could format it nicely, call it a report or an ebook, and then ask people to opt in for it. Be sure to use your social networks to direct people to your free report and you will see your mailing list start to grow.

2. Put your opt in box everywhere! If you only have your opt in box on one page of your website, then you are not giving it enough real estate. Your opt in should be on every page of your site, in a conspicuous spot – like the top right or the top left, so no one can miss it. You never know which page of your website someone is going to land on in a Google search, so it is important to put the opportunity in front of them on all of your pages. You should also have your opt in box on your social network profiles. If you have a profile on Facebook or one of the other countless social networking sites, be sure to add your opt in code to your profile page. You never know where your ideal client is going to find you! By giving your opt in box the real estate it deserves, it will work harder for you every day!

3. Take part in a joint venture. A joint venture (JV) is a project two or more people undertake for the success of their own goals. One JV idea is an Amazon book launch, which uses a marketing strategy to have a lot of people buy a new book from Amazon on the same day, pushing the book up the bestseller list. To do this, people ‘JV’ with as many people as they can, so that the joint venture partners (JVPs) will promote the book launch to their lists and encourage them to buy the book that day. In exchange, the JVPs provide a bonus gift for the launch that anyone who buys the book will receive. This means that by providing a bonus gift, I can potentially grow my list because of the amount of traffic going to the book launch – if they pick up my bonus gift, I now have them on my list (without even looking for them!) It’s a joint venture because everyone benefits: the book launch person gets their bestseller status, the JVPs get more prospects on their lists, and the people who purchase the book get all kinds of amazing bonus gifts without spending an extra dime. It’s win-win-win, and a great strategy to build your list (give away that free product you made in #2 above and get involved in a JV!)

There are many more ways you can build your list quickly, but these three ways are guaranteed winners! See what they can do for you!

Your VA Mentor is here! I have put together a training and mentor program for new Virtual Assistants, to help them get set up for success.

I am extremely proud of the course materials I have been putting together over the last few weeks (truthfully they have been coming together in bits and pieces over the last several years … it is so great to be able to pull them together and polish them!), and I know that my students are going to get some amazing information in this course – not to mention the bonuses I have planned for them!

You can get more information about the program itself (and me!) at my website: www.yourvamentor.com.

I feel very fortunate to have a very successful VA business, and I am happy that I can share my knowledge of the VA industry with people who are just starting out. I am excited to share my tips and tools and guide them through the process of getting set up in a professional manner so they can sign those clients!

My business has boomed in the last year and I now take new clients only by referral. I have hired team members to help me get it all done. I have developed systems and procedures for everything I do so that I can be sure that my clients are getting the best support they deserve, and so that my team feels confident as they work on new projects.

I am looking forward to sharing my strategies and how I built my business with my Your VA  Mentor students. The first class starts tomorrow night (Wed May 19) and registration is still open until noon tomorrow. You can choose to pay all at once or choose our convenient payment plan. Another session will be scheduled soon, but act fast, because the early bird price will not be available much longer!

(If you are an established VA, ask us about our affiliate program … you can earn great commissions for referring people to us!)

There is much to do, and as long as I am breaking it down into manageable chunks, it is really not a difficult process. Each day I have put aside time to do ‘something’ for my business that will help me learn and grow. Last week I submitted an RFP to VAClassroom to get some new people on my team (how Tim Ferriss of me, huh?).

I have a few people that already help me out with overflow and special types of work that I do not do (read: graphics and design!) but now I am expanding to have more VAs work with me on a regular basis to take care of the growing list of tasks that my clients need.

I constantly tell my clients that it’s important to build a support team around them so that they can focus mainly on their clients and what they LOVE to do in their business. So the more I can take off their plates, the more time they will have to concentrate on just what they want to do.

By putting a team in place that can handle a larger workload, that means that I can spend more time planning for my clients, and we can get our initiatives in social media or just marketing working harder for them.

I am looking forward to this new transition in my business, too. I look forward to being more productive, and learning as much from my team members as I hope they learn from me!

I have been a solopreneur for many years, but over the years I have grown from providing financial services to providing Internet marketing and social media services. I am certain that I could never have predicted that I would be working with shopping carts and social media when I started my business so many years ago as a food & beverage consultant, but I grew with my business when I saw change approaching, and I would never look back.

How did I grow? I learned everything I could about what I was doing at the time, and then I kept an eye up ahead in the road to see what else was coming my way.

I have said I am in perpetual learning mode, and that is true. When I worked in finance, I studied accounting and business and took workshops in Excel and databases. I needed to know that I was always using the most current methods in my daily work.

It just so happened that I needed to take over some projects from a colleague that were closely related to my financial work. They were documents and training manuals. So I grew in the direction of words, and away from numbers.

I began to focus mainly on document work, and I took writing courses and learned about back-of-the-book indexing. I refreshed my education in the principles of grammar and sentence structure. I expanded into proofreading website copy and then realized that HTML was really not as difficult as everyone said it was. So I took a course in HTML.

That has been one of the smartest moves I ever made in my career. I do not do web design, but being able to set up sales pages and do website updates is a really big business for a Virtual Assistant.  I have continued to grow with Internet marketing and now social media.

Perpetual learning is a great way to keep growing with your business. By recognizing the changing needs of your business, you can bring a fresh, new perspective to your clients. Give them what they need, maybe  even before they realize they need it!

When you work on your own, it really helps to get together with people who ‘get’ what you do for a living. I am aware that there are many people who don’t understand what I do for work, and it’s always nice to get together with my colleagues to have a bit of a chat about how work is going.

I have mentioned before that I really value the face time that I can get with my colleagues, and OVA is no exception. We enjoy breakfast while using each other as sounding boards for ideas and issues, and sharing industry stories.  Barbara Best (Virtual Works)and Raymonde Lemire (Documents Etc.)are the founders of OVA and together they provide support and direction for new and aspiring VAs, as well as great advice and insight for those of us who have been in the business for a while.

We have just set up a Facebook Page for Ottawa Virtual Alliance. Check it out here, and please feel free to contact us if you are a VA in the Ottawa area. Our next breakfast meeting is December 11 and there is always space at the table!

And if you are not in the Ottawa area, seek out your Virtual Assistant association in your area – you will be able to share and network with people who truly understand our industry.

Facebook fan pages can be used as a great marketing tool for your product or service, because so many people are connected to social networking sites these days.

Fan pages integrate with your other marketing tools, such as your blog, and can help you reach a bigger audience. By getting increased exposure, you can increase traffic to your website or blog, and connect with more potential clients and generate more income opportunities.

Visit VAClassroom to learn more about the course, and to register!

I love taking courses through VA classroom. The ones I take are self-paced, which means that you do them on your own schedule. This can be very helpful for people like me who have a full schedule of client work and a busy family life.

I am in perpetual learning mode. I love to learn new things, and I am constantly seeking out places to learn things about my business.

However, if there is a course, seminar or event online that doesn’t offer a self-paced element (or if a follow up mp3 or document can not be sent to me after the live event has taken place), I won’t sign up for it.   At times I have found myself logged in at 2 a.m. just because it suited my schedule, so, for me, self-paced learning really is the way to go.

Of course, self paced learning is not a new concept – the option of taking correspondence courses was available when I went to high school many years ago.

In fact, my girlfriend took a correspondence French course while we were in high school. She was not great in French, but I used to help her through her lessons, as I plugged away at a similar curriculum in our high school. She studied mainly business courses like informatics and accounting in high school, and I stayed with the mainstream academic stuff, so she took her French elective via correspondence.

Long story short, she got her French credits and it was a good thing she did, as she moved away after high school and worked for the Disney chain, and she was able to go to France to help open EuroDisney. Now she lives in Holland with her husband and two boys, and runs her own business.

So for many years self-paced learning has been beneficial for people like my friend, but now with the internet, this form of learning can really help you enhance anyone’s personal life or business.

The concept is simple: someone puts together some training materials in the form of PDFs or PowerPoint presentations along with audio files or video files with the training instructions on them, and there is the course. You sign up for them and you are able to study when it’sconvenient for you.

So whether you call them correspondence, self-paced, home study or long-distance learning courses, the concept of taking someone’s prepared materials and learning at your own pace, is a great way to continue to improve your education and tending to your busy life.

It can give you the edge over competitors online, by helping you to stay current with the changing trends of the internet. I highly recommend to find a place like VAclassroom that offers programs on subjects that interest you, and get learning!