The Power of Experience: Elevating Your Business with a Skilled Virtual Assistant

Reaching the finals of the East Midlands PA Awards was a tremendous achievement for me, and one that I am immensely proud of.

While I may not have won the coveted award, being a finalist for the Independent VA of the Year in such a prestigious competition is a testament to the dedication, hard work, and passion that I pour into my role as a virtual assistant.

The journey to the finals was filled with challenges and learning opportunities. It allowed me to push my boundaries, expand my knowledge, and connect with some truly remarkable individuals.

The award ceremony itself was a night to remember, as I had the privilege of meeting amazing people who share a common passion for excellence in the administrative and virtual assistant field.

The event was sponsored by some prestigious brands and companies including ORS UK, Eventologists, Hothorpe Venues, Mr & Mrs Grey, Sounds Commercials, CMA Video, Mr Ladd Photography, The Woodlands, KDM Communications, Ensana, Handpicked Hotels & Radisson Blu.

The Supportive Community at the PA Forum

But what is it?

One of the most heartwarming aspects of my journey to the East Midlands PA Awards was the supportive community at the PA Forum. This forum has been a source of inspiration, knowledge sharing, and camaraderie for professionals like myself. It was a place where I could seek advice, share experiences, and learn from the best in the industry.

The PA forum was established 7 years ago as a professional network for those working across a variety of roles within executive and business support across the Midlands. The PA Forum provides a celebration of excellence, championing the importance of the role and its impact on client business and personal success. It was an incredible opportunity to network, and it was through this community that I had the opportunity to connect with fellow finalists and industry experts.

The sense of unity and encouragement within this community was truly exceptional. It's a reminder that in our professional journeys, the people we meet and the relationships we build are just as valuable as the awards we strive for.

Working with a Highly Accredited VA

Having this experience shone a light on the importance of working with a virtual assistant who possesses experience and accreditations, as I do. These qualifications are not just badges of honour; they translate into tangible benefits for businesses seeking professional assistance. This was very clear from the achievements of clients who utilise the services of accredited VA’s…

But what are the benefits?

Expertise

As a finalist in the PA Awards, I have demonstrated my commitment to staying at the forefront of my field and in varying areas. My continuous learning ensures that I am equipped with the latest tools, strategies, and insights to provide top-notch support to my clients. When you collaborate with an experienced VA, you tap into a wealth of knowledge and expertise.

Efficiency

Virtual assistants with experience understand how to streamline processes and maximise productivity. Whether it's managing your schedule, handling administrative tasks, or providing specialised services, an experienced Virtual Assistant can save you time and resources, allowing you to focus on what truly matters in your business. They will have the operational knowledge and technical knowledge to help embed your processes into the latest time-saving softwares.

Professionalism

My accreditations, including being a member of the Society of Virtual Assistants and a registered Fellow with the IAM (Institute of Administrative Management) affirm my commitment to professionalism and ethical standards. When you hire a Virtual Assistant with these accreditations, you can trust that your business is in capable hands.

Tailored Solutions

Every business is unique, and an experienced Virtual Assistant can tailor their services to meet your specific needs. Whether you require assistance with Canva design, social media management or setting up systems and processes for your business; a seasoned VA can provide personalised solutions that align with your goals.

Throughout my experience specifically, I have noticed many similarities between client requirements and have developed packages that have been beneficial to my client base.

Check out my service packages to see if any suit your requirements or drop me an email to sarah@admin-guru.co.uk for more bespoke support. Alternatively you can schedule a 30-minute FREE discovery call here.

Speaking of services…

I am thrilled to announce that over the next month, I will be launching new services designed to help business owners get organised and achieve greater success. Be one of the first to find out more by signing up to my mailing list via the pop-up on the website.

Here's to a productive week!

Sarah xx

How to prepare your business for the Christmas break

Taking unlimited time off without the pressures of a staff rota or annual leave allowance may have been one of your main motivators to start your own business. Perhaps you wanted to pick your children up from school without having to fund childcare, or you yearned to enjoy key seasonal periods such as Christmas in presence of family and friends without the dreaded ‘back to work’ fear on Boxing Day. If so, you’re like me and Christmas is a time for some well-deserved rest and relaxation, unless you have young children…

Preparing for this period is always a busy time. In your personal life you may be wrapping presents and decorating trees, but for your business, you need to ensure all bases are covered to save any interruptions and you ensure your business is just as intact as you left it, come January.

How to prepare your business for the Christmas break

At Admin Guru, I am all about preparation and the great thing is, before any break from your usually day-to-day, it is possible to prepare for it all in advance; before, during and after.

Check out my blog ‘How you can take time out of from your business without feeling guilty’ for some practical tips on preparing yourself and your business for some hard-earned time off.

Specifically for the festive break, here’s some tried and tested top tips:

Marketing Preparation:

Content Calendar Planning

Prepare all your social media ideas for the festive break in advance. Curate a robust marketing calendar to save a lot of time mid-December as you scratch your head on what to talk about. It’s easy to become distracted amongst the pressures of this hectic season to forget to post or know what to share, so preparation and scheduling here is key.

Do you need help planning your content I the lead up to Christmas?

If so, I have a limited time only Black Friday offer on until 1st December 2022, to get your social media planning in good shape and ready for the Christmas period…

What’s included?

· A 1- hour done with you social media planning session where we will map out a Christmas content plan for your business.

· We will go through content ideas, the information you need to provide to your clients and the best way to pre-schedule your posts.

· You will also receive a copy of the content plan which can be used to help you plan your content into the New Year

The offer details:

The cost for this session is usually £69.99, the offer price is just £49.99.

For just £49.99 you will have the peace of mind that your content is planned over Christmas and you won’t need to worry about showing up on social media

Spaces are limited so book now to avoid disappointment.

If you book this service before 30th November 2022, I will also provide some useful extras including:

- Canva tips to make your posts ready for the festive season

- Hashtag examples for your industry

- Content Matrix to help you achieve balance with your content

Please note that the price of the session will increase to £69.99 from 1st December 2022.

email sarah@admin-guru.co.uk for more information and to book your place.

Business Operation Preparation:

Share Availability

Set your Christmas holiday operating hours and share them in advance with your clients and customers. Agree a mode of communication that suits you best for any business emergencies and inform all needed upon your return date. Setting expectations with your customers and clients is key!

Out Of Office

Set your ‘OOO’ automated email response to cover any enquiries received in your absence. Share links to any available FAQs or new business forms on your website that may be useful and remind them of when they’re likely to get a response.

Get Cover

If your business is unable to run without you there, or your inbox / phonelines need managed through this busy period, arrange cover to support you as you enjoy your time off. Utilise the support of a Virtual Assistant to help with managing emails, sales enquires and more. Remember VA’s can hit the ground running and can be a flexible and affordable way to offload some of your day-to-day tasks.

January Preparation:

Diary Organisation

Prepare all of your meetings, calls or business activities ready for your return by blocking out your calendar in alignment with your back-to-work date.

Inbox Clear Out

No one wants to return to work after a blissful time off to a loaded inbox with no organisation. Get filing and flagging to reduce your January stress and start the year afresh.

Remember, getting prepared for this busy period can help you:

· Feel assured that your business is well taken care of as enjoy your mulled wine at the Christmas markets

· Allow you to take some time for some self-care and the all-important, uninterrupted time with friends and family

· Relieve back-to-work stress and amounting to-list

· Have uninterrupted time watching Christmas films and eating mince pies!

If this blog helped you, check out my other useful hints and tips on the Admin Guru Blog or check out my website www.admin-guru.co.uk for more information on how I could help you with your business. Remember, my Black Friday offer only lasts until 1st December, so remember to email sarah@admin-guru.co.uk to find out more information and to get planning!

How you can take time out from your business without feeling guilty

What were your thoughts when starting your own business? Did you fantasise about the unlimited time off you could take in comparison to your previous statutory annual leave? Did you idealise the unmonitored flexibility to work on your own hours that you were once held to when you were employed?

Most new business owners are hit hard with the amount of time and work it takes to get their business off the ground, let alone the amount of pre-planning and organisation it requires to take time off – especially if you are a solopreneur.

I’ve been working solo since starting my business in 2018, juggling the running of my business, providing services to my clients, being a mum to a toddler and trying to take some time for myself. I’m fortunate to have a small team of associates that support my business and client portfolio, but for the most, part I am on my own.

Taking time for yourself is immensely important amongst the ever-growing “burn-out” culture, particularly when the success of your business and ability to take time off relies solely on your own output and performance.

To combat the pre-holiday panic, I’ve combined my most favoured tips for taking time off, how to switch off whilst you’re mid-break and how to make the most of your time upon your return…

Pre-holiday Preparation:

1. Let all of your clients know when you will be away and when you are returning to work. Agree a contact method in case of an emergency. It’s important that you give them ample notice and set your boundaries for contact.

2. Organise your diary for the week before you go and the first week back. Block out time for important tasks such as invoicing (if you are away over month-end) and catch up calls for client work that is required upon your return.

3. Allow time to send your clients a progress update report before you go. Leaving them in the knowledge that you’re on top of your tasks will be less stress for them, and more free time for you; without their interfering emails or messages.

4. Clear your inbox! Don’t leave emails unopened as these will just add to the ones you receive whilst you’re away.

5. Schedule your social media in advance (if you want to show up consistently whilst you are away).

6. Set your out of office. It’s a rookie error to just say you are away and can’t be contacted; add links and instructions for potential new clients. Perhaps direct them to your portfolio or testimonials on your website. Give them a link to schedule a connection call or let them know about what they can look forward to if they join your email list – don’t miss out on a marketing opportunity!

7. Arrange cover if needed; you can utilise the support of a Virtual Assistant to help with managing emails, sales enquiries and scheduling your social media while you enjoy your break. Remember VA’s can hit the ground running and can be a flexible and affordable way to offload some of your day-to-day tasks.

During Your Break:

Picture this, you’re on holiday, sat on the beach or by the pool enjoying the surroundings. A thought sparks in your mind…

“Did Mrs A get her order?”….

“Has Mr B read my proposal?”

“How many comments did I get on that last Insta post?”

Does this sound familiar?

As a business owner it’s hard to switch off, and with technology being so advanced you can be anywhere in the world and be able to check in on everything, via your mobile phone.

Checking your emails once or twice during your break won’t hurt but remember, this is your time to relax and re-charge so make the most of being away from your laptop.

When I’m away, I usually remove my email and social media apps from my home-screen so I’m not tempted to keep checking them. I don’t delete them but just removing them from direct sight makes a big difference. Unfortunately our brains and muscle memory are trained to check them, and so the physical removal of them from your direct sight will stop that habit in its tracks.

Here’s how you can remove your work apps from your Apple home screen in a few simple steps:

1. Touch and hold down on the app that you’d like to hide on the home screen of your phone.

2. Tap ‘Edit Home Screen’. The app will begin to shake.

3. Click the ‘ – ‘ icon that appears in the top left hand corner of the app and a list of options will appear.

4. Click ‘Remove from Home Screen’. This will remove from the home screen but keep it within your App Library for future use.

Upon Your Return:

There’s nothing more stressful than being back at your desk and not having a clue where to start. It can all seem very overwhelming but here are my top tips for wading through the worry and getting back to your productive self:

• If you followed my “Pre-Holiday Preparation” tips above for planning your schedule, stick to it!

• Don’t get drawn into checking hundreds of emails as this can be counterproductive - have a quick glance at your inbox and flag the important stuff so you can action accordingly. Prioritisation is key here!

• Take regular breaks. Respite periods prevent burn out and will help you keep your focus.

Remember - taking a break from your business can give you:

· Rest

· Time for self-care

· Enjoyment with family

· Clearing your mind for new ideas

· Time to reflect on what you have achieved so far

Being prepared for your time off will only help you enjoy it more and who doesn’t want a relaxing break? If this helped you, check out my other useful hints and tips on the Admin Guru blog or check out my website for how I could help you with your business.