Communication at Work

Welcome to my first entry on maintaining a happy work environment.  Today’s focus will be on communication.  I chose this topic first because I think it is the most important and the least thought about.

As I am sure you know, communication is one of the key components to a successful business.  Good communications ensures that employees and outside vendors know what you want and performs at peak levels.  How well you communicate also effect the moral of your employees.  How you communicate with your staff shows that they are part of a team and that you value their imput.

So what happens when your communication is not good?  What you want to get done doesnt happen the way you would like and people start to feel like they are not a valuable asset to the team.

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Happy Work Environement Series

Today’s economy is worse than anything seen in years.  Jobs are being cut left and right, and people who still have jobs are sometimes stuck in an unhappy environment because there just is no other place for them to go.  So as a business owner, what do you do to keep your employees happy and productive during a time when everyone is worried about the security of their jobs?

As some of you know, I still work in an office as well as help my partner run FabulousHelp.  I developed some ideas on what I think makes a happy work environment.  Unfortunately, there are a lot of simple missed opportunities when it comes to keeping employees happy.  I know that times are tough but a happy employee can go a long way.  A happy employee makes for a productive employee.  And even though times are tough, a small investment can go much further than nothing at all.  And that doesn’t always mean money!

I will be writing a series of entries on ways to improve the work environment.  I am not an expert, but these are just my observations from experience.  I hope that you will all find the entries helpful.  Stay tuned tomorrow for my first entry – Communication!

Have a Fabulous Day!

Magda@FabulousHelp.com

Tips to Cope with a Negative Work Environment

It’s a fact of life – if you want to succeed, you need to know how to interact and communicate effectively in business – with your employees, business partners, vendors, prospects, and customers.

As a small business owner, this is evident in how you would explain your expectations to your employees versus how you would convey these expectations to your business partner or even to a potential client.  As we all know, sometimes language breaks down, and this can leave the feeling of irritability, anger, and frustration… and most certainly, an undesirable result.

Communication is very important in this instance - there are many times where the wrong type of communcation would result in a significant loss of credibility and respect and possibly, some business.

So, what are some effective and simple ways to manage these emotions?

1. Know the different between anger and frustration and what it feels like. Sometimes, we can get really “cut off” from our feelings and act rashly without knowing why. Spend some time knowing what anger feels like to you.  This simple step is very important. 

2. Take a hike! Yes, walk it off! Before you desire to “vent”, excuse yourself and take a brisk walk around the neighborhood. Movement in the body, will clear your mind and may save you from losing your temper and a potential embarassment.

3. Still need to vent? Complain. Sometimes the simple act of sharing your frustration will calm you down. The right type of support can help you move either move forward or gain some perspective so have a trusted source.

4. Make a list and check it twice. In this list, you write down everything you do NOT want to happen in this type of situation like “to play a fool”, “to be unprepared”, etc. Writing provides that outlet you need to clear your thoughts. Go ahead, clear your mind and  generate productive solutions by writing this list.

5. Distraction helps. Sometimes, a healthy distraction is enough to calm you down. Consider shifting your focus to something menial and it will eventually shift your attitude.

6. Stay positive in this situation. Easiest way to manage stress is by focusing on “what’s working” rather than “what’s wrong”. It’s not an easy task, but well worth the effort – glass is half-full people!

7. Take action now! When something isn’t working, it may mean that another part is ready to be fixed. If you would like something to be different, start the process of making it so. Rather than feeling annoyed and frustrated, transform that energy into positive movement forward and work towards a solution.

8. Shout it out! Always make your needs and those of your business known. Sometimes, just communicating your desires in the form of an appropriate request can move situations along.

Regular use of these tips will help you stay well balanced and happy as your business grows and flourishes. It’s helped me – now it’s time for you to try them and see!

Frances

Have a Fabulous Day!

We are finally free of the old webhost!! Check out our new site layout and feel free offer any comments! www.FabulousHelp.com

This has been a long time coming and this is truly our moment. Now that we can say “change has come” – don’t be afraid to hold Obama accountable for it!

How Do You Plan On Voting?

The elections are less than a week away and quite frankly I can’t wait for them to be over!  I am so tired of all the ads and campaigns and news coverage.  There is one thing on my mind though that concerns me more and more as election day draws near – and that is party voting.  Let me explain what I mean, the last elections I participated in were for my local representatives and as I was there I noticed that the voting booths had buttons to vote either the entire republican or the entire democratic ticket.  That’s right – just one click of a button and you could cast your vote for whoever was running for your party without even knowing their name.  I am a registered Democrat.  However, I don’t always vote democrat  sometimes I prefer the republican candidate.    Now I am sure that this does not apply to everyone but I know that for a lot of people this is an out to not have to think about who is running.  It’s like an easy way to get in and get out and say you did your civic duty.

This election is so important to our country this time around.  I am not sure if this is a button that will be included in this election but if it is then I just want to say that I really hope that people take the time to THINK about who you are voting for and why.  Don’t just go along party lines.   I am not trying to sway anyone – to be honest I am not crazy about either candidate – all I am saying is that if you have not looked into the issues and what platform each candidate is selling then it is just like giving up your right to vote!  Take the time, learn the issues, choose who you think is best based on who they are not what side they’re on – in these hard times our lives are truly depending on it!

I just had the best informational session 60-second timeline for effective networking by Wendy Kinney@powercore!

HELP – WRITERS BLOCK!!

Hello all,

Sorry it has been a while since my last post but I have had some serious writer’s block lately!  I don’t know what it is but I just can’t seem to think of anything to write about.  So I figured what better to do than to write about writer’s block!

I hate having writer’s block (or maybe we should call it blogger’s block!).  It makes me feel very unproductive.  Trying to get out of it is not always easy either but this is what I usually try to do:  read or watch the news (always gives me ideas), check out other people’s blogs to see what they are writing about, ask for ideas from others or write about a particular experience from the day.  People sometimes give me some great topics but I am sure you know when you are writing for a company blog you can’t just write about anything.  Topics are more focused and business oriented.

So, what do you do to combat writers block? What would you like to read about?  Would you throw some personal topics into your company blog?  As usual we would love to hear from you and we could use some fresh ideas too (LOL).

Make it a Fabulous Day!

Magda

magda@fabuloushelp.com

Hello world!

Welcome to FabulousHelp.com’s Blog at WordPress.com.

This is our very first blog post. 

Please welcome us as we begin our wonderful editorial journey – where no topic is safe! 

We hope this is a fun and very educational adventure…

I’m Lucky to Have Something People Need!

Blogs are never about how they work.  It’s what you do with them that matters!

 

Today is my first official day of blogging.  As many times as my friends and family have requested I write about my life, I have to admit, as simple as it may seem, I will try to keep this on a more professional and even educational level.  It’s not that enticing to be personal. 

 

I am lucky to have a product people need.  Help!

 

I’ve had extensive paralegal and administrative experience with a passion for real estate.  I created FabulousHelp.com with aspirations to never go back into the corporate world.  I’ve been officially doing this for a little over a year. With my extensive knowledge of computer programs and servant nature, I’ve come to realize, I am a virtual assistant by heart.  I love it! 

 

During the past year, I’ve managed to gain a partner who has extensive executive assistant experience.  She brings to the plate those attributes that complement the inner workings of FabulousHelp.  She loves to write and vent so I know she can keep up!

 

With lots of patience and laughter, I hope you enjoy our journey through the world of blogging.

Frances Woodstock

Introductions

Welcome to our blog!  I am Magda Byrne and I am Frances Woodstock’s partner at FabulousHelp.  This is my first time participating in a blog so I hope you enjoy my writings as I go through the learning process – I am sure it will be entertaining and hopefully you can pick up some tips and tricks along the way.   I like to write mostly on experience and what I think I learned from each experience.

 

I have worked in the corporate world for about 15 years now and have much experience dealing with high level executives, business owners and CEO’s.  I have now joined Frances in her quest to help others and create our own corporate world!  We both love our careers and love to help people succeed in what they love to do. 

 

Happy Reading!

Professionalism

I recently read a posting on one of the business social networks that I belong too and quite frankly it has just been bugging me ever since I read it.  It was just a basic post about professionalism from a woman who offered a free teleclass.  I will honestly admit to you that I was one of the “unprofessional” people (unintentionally) that this woman was referring to.  You see I agree with the fact that being professional requires commitment and dedication.  However, I also believe in giving people the benefit of the doubt.  I think that everyone has a life and things sometimes come up that are just out of your control.  Or maybe you did overextend yourself because you really want to be part of something and you are positive you can fit it in to your schedule.  It happens – to everyone, and I don’t care how professional you are.  Am I wrong?

 

Now I know what you are going to say, first impressions are everything.  But I also think that part of being a savvy business person (or just a smart person) requires a little bit more common sense and less mechanics.  I think people get so caught up in the definition of professionalism (or other words) that they forget that everyone is human and things happen and just because something else does come up doesn’t necessarily mean they are unprofessional.  Life is unpredictable no matter how much you schedule and plan.  And of course every person wants the committment made to them to come first.  So here is where the common sense comes in – if you schedule something with someone and they don’t show up or have to cancel once or twice then that is the “things happen” person – if you are dealing with someone who is constantly cancelling and/or not showing up then that is the unprofessional person.  Just think of all the people that you may have written off who really didn’t deserve it, or how different some people’s lives would be if they were just given a little more of a chance!  Just something to ponder…

Cold Calling

Hello all,

I just wanted to share with everyone another blog that I came across during my time on the web.  The blog is by Wendy Weiss – The Queen of Cold Calling.  I am not a huge fan of cold calling but in some industries I realize that it is just part of the process of generating business.  If you have a hard time bringing yourself to cold call (I know I do) or you just want to sharpen your skills – this blog is definitely worth checking out.  Feel free to let me know what you think about it.  Hopefully it will be as good a resource for you as it is for me.

Have a great day!

Magda

http://wendyweiss.com/blog/

Can your office go green?

One of today’s most important and most talked about topics is going green.  I really don’t know of anyone who isn’t trying to be more earth friendly.  I do know that not everyone is doing all they can to go green.  If you are one of those people – or just someone stuck in a work environment that is not green – here are a couple of simple tips you can use to help save our environment.

1. Recycle, Recycle, Recycle! – This is so important and by far the easiest thing to do.  The list of things you can recycle is endless!  Here are just some things that I recycle in the office:  paper, paperclips, file folders, hanging folder tabs, divider tabs, and binders.  I bet you are now thinking of some things you can recycle!
2. Buy earth friendly office supplies – There are plenty of great companies now as well as your local stationary stores that offer green alternatives when it comes to office supplies.  www.thegreenoffice.comoffers some great office products that are eco-friendly.  You can also have your business cards printed on recycled paper.  Companies like MZ Berger & Co. Inc. in Long Island City, NY and Wal-Mart in Bentonville, AR print their business cards on recycled paper as well as making them smaller then the average business card so less paper is used.  You can check out www.greenerprinter.com for business cards.
3. Print less and go paperless - I know a lot of people keep paper files and in some industries it is imperative.  But when and if possible keep electronic files instead and read your emails on your computer monitor instead of printing.  It will keep you more organized and easier to find things.  Email systems like Outlook and Lotus Notes as well as free email services like Yahoo and Google also offer folder systems to keep your emails organized and easily accessible.  Plenty of companies and banks now offer paperless billing and statements also. Another great way to keep your important documents organized and easily accessible.  And if you are worried about loosing these files in case your computer crashes you can always back them up on disk, memory sticks or external drivers.  For those small business owners, you can make electronic invoices on PayPal and Quickbooks and they will save you money on postage!
4. Use reusable containers – do you brown bag lunch when you go to the office?  Drop the brown bag and just bring lunch!  There are some great reusable lunch bag options out there that you can pack your lunch in if you can’t fit it in the bag you already carry.  L.L. Bean has some great adult options and you can even have it monogrammed!  Use Tupperware too instead of plastic sandwich bags.

These are just a few tips and I hope they have been helpful and put you on the road to doing business the green way!  Do you have any ideas about going green at work?  If you do we would love to hear them.  We are trying to be greener too and are always looking for new ideas.

Make it a great day!

Magda

Thinking of going “virtual” but do not know where to start?

Ready to change? Ready for success? Want to help the environment by going paperless? If you are reading this, then you are absolutely ready!

It’s scary to change anything about your business if you’ve been profitable with your current way of doing things.

Remember that “going virtual” is a positive change –a change which will enhance your business, make you more productive, and give you the ability to streamline your day-to-day activities of running your office.

Take a minute to download and print your own complimentary copy of FabulousHelp’s Hire a VA Checklist located at:
http://www.fabuloushelp.com/files/FabulousHelp_VA_Checklist2.pdf

Once you compile your list of tasks and projects based on the checklist, you will be ready to outsource… So, give FabulousHelp a call to discuss your checklist and how FabulousHelp can help you achieve your administrative goals – RIGHT NOW!

It’s time to move your business forward and experience a level of Customer Service unmatched in the Virtual Assistance industry.

Frances Woodstock
Your Virtual Assistant
www.FabulousHelp.com
P: 678.389.7404

Is Your Business Saving Money?

I love to help people whenever I can so I try to share my tips and tricks for various things that affect business and life in general.  My tips for today are for saving your business money.  I know this is a topic that is important for everyone and sometimes the solutions for saving just seem impossible.  Believe me I know how you feel!  So with the price of gas and the way the economy is going now a days and the heat of the Political Conventions I thought I would share some of my tricks on how I manage to save in the office. 

 

Go Paperless – Yes that’s right – one of my green tips saves you money too!  Send an email and save .42 cents on a stamp.  Send checks electronically via your bank or Quickbooks and save another stamp!  Pay your bills online – you can do that for home and work!  Send electronic statements in email from Quickbooks or PayPal or create your own statement in Word or Excel (there goes another stamp!).  Try not to print your emails too.  The less you print the less paper you have to buy, the less supplies you have to purchase in order to store all your printed items too.

 

Have a Video Conference – Are you always stuck traveling someplace?  Try to set up a video conference instead.  If you have a webcam there are plenty of services that you can hook up to like Webex.com, Videoconference.com and Skype.com.  If you don’t have a webcam they are easy to get a hold of and usually range in price from $9.99 to $199.99.  These are also great green options as the less flights that are taken the less of a carbon footprint from airplanes!

 

Get A Travel Agent – Yes you are reading right!  Sure there are plenty of great travel websites that can save you a couple of dollars but nothing is better then a travel agent.  A travel agent usually charges a fee anywhere from $35 to $100 but it is worth the investment.  The secret with a travel agent is that they develop relationships with the airlines and hotels that is not possible for the average traveler to create.  Those relationships equal savings for you!  A travel agent usually has access to unadvertised sales and/or discount prices that you would not be able to find on a travel or airline website.  And if you are someone whose travel does not always go as planned  - making a change can be easier and usually cheaper than a travel website.  Your travel agent will also be much easier to reach in an emergency then a travel website and in an effort to get repeat business they are dedicated to you having a good trip.   

 

Free / Low Cost Software – Software is a fortune now a days.  But if you are a small business or entrepreneur; the free software version of some programs is just as useful as the pay versions.  There are free versions of Quickbooks, eFax, Adobe Acrobat, and countless others.  If you are just starting up this is a great way to save some money.  The free versions may not have all the features of the paid version but they are pretty useful nonetheless – and when you are trying to keep your overhead down useful is good!

 

Buy Used Office Equipment and Furniture - Not only is it cheaper but again another green option!  Besides Craigslist and eBay there are also companies that sell (and buy in case you want to unload some stuff) used office equipment.  Check out websites like www.officeguild.com or www.officezone.com.  A few extra tips – sometimes you can buy the floor sample of an item at large chain stores like Staples and Office Depot.  Also, if you have a membership to BJ’s, Costco or Priceclub – they always carry office supplies; even registers sometimes!  Be sure to check them out too and save yourself a few dollars.

 

Go Virtual – This is a new feature of business that I am happy to be a part of.  Going virtual not only saves you money but it also saves you time which is just as important when you are a business owner.  If you are a small company, non-profit or a start up – hiring a virtual assistant can save you money on overhead.  It can also help you to get those tedious little things done that I am sure you hate doing and free you up for the more productive things that make your business grow and flourish.  It helps with customer service too – imagine the benefit of having a quicker response to customers and clients!  If you are thinking of going virtual – check us out at www.FabulousHelp.com.

 

So how do you save money in your office?  You know we always love to hear from you – leave us a comment and let us know your tips.

Make it a great day!

Magda

magda@fabuloushelp.com  

Understanding Virtual Assistant Relationships

How Do You Build Your Business Relationships?

I know I usually write tips to help you maximize your business but today I thought I would write in an effort to get to know our readers.  Everyone has a different way of conducting business and developing relationships; a style if you will.  What is your style?  How do you get a client to do business with you over anyone else?  How do you build professional relationships?

 

I will use myself as an example.  I take the more personal approach.  I don’t just do a hard sell – I like business to be more natural.  I am professional but I am fairly laid back.  I like everyone to be comfortable.  I like to hear how you are doing, how are the kids etc.?  This doesn’t mean that we will be chatting like we’re best buds but it’s nice to build rapport with someone.  Having a sense of humor keeps me on track and allows me to not take things personally, because, after all, it is still business.  I like to make sure that I am as easy to talk to as possible. 

 

I think that the more approachable you are the more open the lines of communication will be which is very important (especially when you work with a VA).  Taking the time to get to know someone helps you gain some intuitiveness when it comes to figuring out how the person you are working for wants things done.  It helps me be more in touch with the person I support, how they communicate best, how to interpret what they are saying and the tone they are saying it in, keeps me at the top of my game.  I like to call this a “business friendship” and I can’t tell you how many times having a business friendship has helped me out in a jam (especially on 9/11 – long story).

 

People sometimes forget how important these business friendships are; not just on a client level but also amongst employees and employers.  In my experience, the best work environments are those that encourage camaraderie and open communication. 

 

So what do you do to maximize your business and relationships?  What kind of relationships do you like to have with clients, employees, or consultants?  Are you all business?  We want to know…leave us your comments.

 

Make it a fabulous day!

Magda

magda@fabuloushelp.com

Great Tips For Buying A Corporate Gift

Giving a corporate gift is never easy, especially since a lot of the time you don’t really have a personal relationship with a colleague.  So here are some of my tips to help you along in the process.

 

 1.  Make Sure You Know the Gift Policy!

If you are not the business owner, make sure you know your company’s policy and the recipient’s company policy on gift giving.  A lot of companies, especially if they are or works with government (city, state or federal) have policies on how much you can spend on a gift as well as the value of a gift you are allowed to receive; sometimes even the type.  For example, government offices usually do not allow cash gifts.  This typically means no gift card either – even if it is just Starbucks!  So make sure you know the policy before choosing what to give or what you or your recipient can accept.

 

2.  Look and Listen for hints

This is the number one piece of advice that I give to anyone, even if it is not a corporate gift.  Notice if someone wears a certain color more often then not, do they wear certain accessories all the time (IE: a broach or a tie clip), listen during conversations or meeting for things the person may enjoy doing (IE; eating at a certain restaurant, playing golf, gardening).  These are just some examples.  When you look for the clues you will be amazed how easy it is to get just the right gift.

 

3.  Try to get something that the person would not get for themselves

I know, this is sometimes easier said than done.  Sometimes it is just a matter of a change of color or a trinket.  One time I worked for someone on a particularly large project.  It lasted for a few weeks and I definitely did some overtime on making sure the project was done right and on time.  As a reward the person bought me a handbag.  Now I know what you are thinking, “what is the big deal about a handbag?”  Well, the handbag was a beautiful aqua blue color.  Even though I would have never purchased that for myself I loved it!  I use it all the time to this day and it was still a practical gift.  It was that simple to get a completely appropriate gift and still put a personalized spin to it.

 

4.  Make sure you like it

This is by far the simplest rule.  If you don’t like what you are giving as a gift, odds are the person you are giving it to will not like it either.  This isn’t always the case but it a good rule of thumb.

 

5.  Think outside the box

It is really easy to get the typical office gift – a pen, a paperweight and golf balls.  When you think outside the box your gift becomes more memorable, which in turn makes doing business with you more memorable.  You can still stay within the realm of regular gifts and be original as well.

 

6.  Personalize

A personalized gift shows that you took special time out to get a gift particularly for that person.  Personalizing is very popular now also so you can get a personalized gift and not break the bank.

 

7. BUY a present

A lot of businesses often give promotional items or items that the company makes or manufactures as a gift.  This is not a terrible idea but if you are giving a gift to show gratitude or for a special occasion it would be better to purchase a gift.  You don’t have to spend a fortune but take the time to purchase something that shows you appreciate what that person does for you. 

 

8. Think Considerate

Sometimes thinking considerate helps in your decision of what to get as a gift.  Did someone just have a baby?  Maid service for a day would probably be appreciated.  Did someone just get home from the hospital or have a death in the family?  Food is always a good gift – like prepared meals for a week (there are services that do this).  Did someone just relocate to a new office in a new town?  Send them something from their home town.  Gifts like these are always greatly appreciated and you will be a big hit!

 

9. When all else fails, call FabulousHelp!

When you really cannot think of anything or if you just don’t have the time call FabulousHelp.  We are very creative and have great ideas.  We can help you get the perfect gift within your budget.  Just drop us a few lines about the person you are shopping for and your budget and we will find exactly what you need.

 

I hope these tips were helpful for everyone.  Did I miss something?  Do you have any tips?  Leave us a comment – we love to hear from you!

Make it a Fabulous day!

Magda

magda@fabuloushelp.com

Free Personal signatures – cool!

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What Could You Do With A Virtual Assistant?

Ever notice how when people give you a list of reason to hire a Virtual Assistant they are typically all the same; back office management, transcribing, RE assistance, cost savings, etc.  We admit it, we also have a pretty typical list of reasons ourselves.  But what about all the non-traditional reason to hire a VA?  Last night it came to me that we always tell our clients that if they don’t see what they need on our list of services that they should email us.  But I am sure there are plenty of you out there who just don’t want to have to do that, or maybe think what you need is not a worthy reason to hire a VA.  So with that in mind I put together a short list of some unconventional uses of a VA.  Of course we are not experts in everything but we are always here to lend a helping hand.  Are any of these reasons near and dear to you?  Do you have some ideas that we have missed?  We want to hear from you…..

• You are not a business owner but you are thinking about becoming one – we can help you do the research. 
• You are a business owner and are thinking of starting another business – we can help you run your existing business while you work on starting your new one.
• You are a non-profit organization and you need an extra hand but you just don’t have it in the budget to hire another full time employee – call us, we work only when you need us and you wont have to worry about benefits or permanent overhead!
• You are not a business owner but just a very busy person who needs a hand – we can help!  We can help you with travel arrangements, event planning, gift purchases, reminder services, invitation printing and distributing, calendar management…I am sure there are mothers out there now making their list!  Think of us as housekeeping for your brain…
• You’re a writer or blogger or reporter, you write and post your own articles but you just need a second set of eyes to look your stuff over and your friends are not always available – we can help!  We can look at your writing with an open and unbiased mind.  And if you do need someone to post for you then we can do that too!
• You are a business owner or manager and are looking to streamline your office – we can help!  We can help you create forms (both electronic and paper), give you ideas on how things can run smoother, or just be an extra hand to handle your overflow.  Keep in mind that most VAs started in a corporate environment.  We have been in all kinds of work environments and have a pretty good idea of what works best.
• You’re a Realtor and you have been using the administrative help in your office but need someone that is more focused on your needs – we can help!  I bet you spend a lot of time investing in your marketing materials and searching for new promotional items and networking arenas.  We can print, design and even mail out marketing materials for you.  We can help you maintain your website and upload your listings.  We can even put together special items and house warming gifts for your best clients.    
• You’re a business owner and you are trying to get into the world of social networking.  There are millions of sites out there and you just don’t have the time to join them all.  We can join for you!  We will build you a profile and upload pictures.  All you have to do is log on.
• You are getting married and you just have so much to do.  Call us – we can stuff envelopes, return calls, work with your bridal consultant when you cant, make appointments, we can even help you send out the thank you cards later - you just have to walk down the aisle!

Make it a Fabulous day!

Magda

magda@fabuloushelp.com

Nothing can stop the man w/the right mental attitude from achieving his goal; nothing on earth can help the man w/the wrong mental attitude. ~Thomas Jefferson