If you are filing by NETFILE, you have an extension for filing your income tax return to midnight local time. The CRA site has apparently been having issues - it’s slow as molasses!

Go to the CRA site for more info on small business filing rules << Be aware that the site is SUPER SLOW today!

And yes, I’ve already filed and paid

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If you are a Virtual Assistant who uses teleclasses to promote your courses, products or coaching services, you know that getting people interested in your class is essential. And the first exposure your potential clients have to your message is in your teleclass description. By putting some thought, along with tested and true marketing principles, into your description, you are more likely to attract your ideal client. Here are 5 easy steps to follow.

(1) Target Practice

Have you defined your target market clearly? Of course, the biggest audience is best, but what you need for your teleclass to succeed is a message that speaks to your particular niche market.

Define your niche in very specific terms. Rather than “virtual assistants” go further into the market: “virtual assistants who are mothers of children under the age of 6, and who are feeling overwhelmed by the combination of work outside the home and family life”. This will help you tailor your message to your specific target.

(2) Speak to a Single Person

Now that you have defined your target market, construct an image of a typical member of that group. Give your person a name, hair style, height, weight, etc. Make a “virtual target” complete with a name. Those who are visual learners will be able to do this quite easily, but it a great tool for writing your class description to have your target become as “real” as possible.

(3) Create an Outline

Bullet points are the best thing since sliced bread when writing a teleclass description. Make an outline of the top 3 to 5 things that you want your target to learn during your class. Be excruciatingly clear and specific.No detail is too small for the outline and no stone should go unturned here.

This is the “meat” of your description so take your time with this and consider what you want to impart, and what you feel the target needs to hear.

(4) Answer the Questions

Take the target’s place and make another outline of the top 3 to 5 things you think that your target would like to know about your teleclass subject. Consider all the angles from which your target may approach your teleclass.

If you know someone who is in your target audience, ask their opinion. Are you part of a message group that you could poll? Take this research and use it to your advantage.

(5) Write Away!

Now that you have your outlines, use them to craft your description. Keep it short and sweet. An attention grabbing headline is a must as most people will decide within seconds whether to read on or move on. Tell them what they will learn and how it will help answer their questions or address their issues.

Make your description conversational. Avoid technical jargon to make your description easily readable. Make it concise, as most listing services have a word limit. Create an opening, body and end; you can use your opening as a teaser or summary on some listing sites.

Don’t forget that even the smallest things will impact your reputation as a teleclass leader. Be aware of your spelling, grammar and tone of voice. They all represent you to your target. Since your ultimate goal is to grow your practice, pay attention to the fundamentals that create your foundation.

There is an on-going debate in the Virtual Assistant community about potential clients asking for references. Some are offended; some don’t really care one way or the other. This is my spin on the issue.

Virtual Assistance is still a new industry, though for those of us who have been at it a long time, it doesn’t really seem that way. However, most of the business world is just beginning to discover the benefits of partnering with a VA. And it is the job of all VA’s to educate potential clients about what we do.

When you are interviewing a potential client, you cover all your bases by asking pointed questions about their work style, business plans, technology, etc. You ask the questions that get you the answers you need to determine if (a) you can work with this client and (b) if you have the skills to do what they need to have done.

And the potential client is interviewing you as well. So don’t be surprised when they ask for “references”. They are simply following good business practices.

Would you hire another VA for your team without checking with people she/he has worked for or with? Doubt it. And if you would, well don’t get me started.

Many of those who argue against references (and I used to be one of them) say that because you are an entrepreneur, you should not be asked for references. They see it as demeaning. You wouldn’t ask your accountant or lawyer for references would you? Um, yes, I actually would.

If I am going to trust ANY part of my business to another person, I want to know about their track record. I want to hear from people they have worked with/for to get a sense of whether they can do the job I’m asking them to do. I want to know about quirks. I want to know about results.

I wouldn’t hire a [insert any job title here] without asking about their success stories or without speaking to some of her or his clients first.

Testimonials are great, and many say that that is what you should give to people asking for references. While testimonials can help, they are static. They are never going to give you the same feedback and information that a phone call to an actual human being will give.

And since most people find their Virtual Assistant via web searches, it makes sense that they are exercising a fair bit of caution. The web is notorious for fly-by-night schemes and shams, and those who are looking for a VA should be cautious in choosing one. That means they will ask for references. They will want to speak to your clients. They will do their due diligence.

After all, wouldn’t you?

Part of the allure of having a Virtual Assistant business is the fact that we can work at home. But as most VA’s will tell you (I’m guessing…) working at home has its pitfalls as well. The myriad distractions of working in a home office can not be ignored, but some smart time-wise strategies can help. Here are my top 5.

(1) Give yourself a work schedule.

When I first started in 1999, I had absolutely no formal work schedule and often felt like I was driving the bus from Speed – 100 mph and about to crash. So I created a very loose schedule that allowed for flexibility to meet the needs of my clients and my family.

I check my email first thing in the morning, before the kids get up, and make up a task list from any projects that have come in over night. I then leave the desk and get the kids ready for, and off to, school.

Once home again, I grab a coffee and settle in for a few hours of solid work time. I get my ongoing projects finished up, get a start on new ones, and schedule the activities needed for work in my Outlook calendar and task bar. Breaking projects down into steps is a tremendous help and putting deadlines on them keeps me in line.

I break for lunch and play with my 5 year old (who has an office with mine) and the dogs. We do some household chores, run errands, etc. over the lunch hour and get ourselves ready for the afternoon.

Tailor your schedule to how you like to get things done. Be mindful of your body rhythm – are you an early riser or a night owl? Schedule your hardest tasks for the time of day you feel most alert.

(2) Be selective about answering the phone.

If you are in the middle of a project that requires your undivided attention, let the answering machine get the phone. Schedule a phone call time, where you can return calls to clients or prospective clients once or twice a day, so you are not constantly interrupting your work flow.

(3) Set your email program to pick up mail every 30 minutes or so.

You are getting your email in a timely manner, but are not so tempted to check it every 10 minutes (classic newbie thing – been there, done that). No one is expecting a response within 5 minutes of sending their email, and if they are see number 4.

(4) Make sure your clients know your turnaround times.

Clients who are not familiar with the way a Virtual Assistant works may sometimes think that you are at their beck and call 24/7. For your own sanity, and theirs, make sure they know that emails are answered within XX hours, and your normal turnaround is XX days or XX hours. Try to discourage them from making everything “URGENT” by having a clause in your contract that sets a higher rate for urgent turnaround times (often less than 24 hours).

(5) Schedule down time.

Go for a walk. Sit on the deck. Getting out of the office/house for even a short time can recharge your batteries and give you the energy you need to grow your Virtual Assistant business.

Enjoy!

BIO:

Jill Chongva is a Virtual Assistant with over 21 years experience in the Administration field. Her Executive Support Services for small business owners assist solopreneurs in making the most of technology to enhance and streamline their business processes.

Her Graphic and Web designs are clean and clear, with a focus on strong content and presence without bells and whistles. You can find out all about her at www.vadiva.com