Precision Admin - Solutions from a Virtual Assistant

You CAN Organize Your Home & Office, Part 1: Changing the Mindset

2012-02-22T11:47:00.000-08:00

It just takes time & understanding of how to tackle the project. Whether you decide to work with a professional organizer or go it on your own, I want you to keep a few things in mind before we get started on some "how to" advice.

Organization = Puzzle
Organization = Process
Organization = Personal

Think of organization as a puzzle - one that can be solved, with pieces that fit & work together. But unlike a jigsaw puzzle, the pieces don't necessarily have only one way to fit together as a whole. If you try them one way and they don't work, try it another until it does work. Or, they may work for a time and then, when it's not working anymore, it's time to change.

Organization is a process, not permanent. Just because you've stored things in one place, doesn't mean it can't move somewhere else if you find that it's just not efficient where it started or is difficult to keep organized. And, if you find that the new home doesn’t work as well as the old or want to try another altogether, it can be changed again. As I pay attention to what I use in my office and how I use it, I periodically go through and move just a few things around to maximize the space I have and keep it running efficiently, particularly as my work changes or grows.

Finally, organization is personal - unique & individual. Simply because it makes sense to your best friend or spouse, doesn't mean it will work for you. The goal is a system that you can keep up without intense effort. Will you be able to find what you need or remember where to return it when you're done? Everyone's brain works differently, so don't allow others advice or expectations to dictate the course.

If you are interested in having a professional organizer come and help you with your home, office, or business, in Hawaii (Oahu) please call or email Precision Admin Solutions. I would love to talk to you about what you need and guide you through organizing an efficient, energizing space that you will enjoy for a long time to come.

Organized Eating???

2012-02-08T21:47:00.000-08:00

Do you ever have those crazy hectic days, weeks, or even months when you are lucky if you get to eat at all, much less eat healthy? I am not a health expert, but I’ve recently been learning – through my least favorite teacher, Experience – that WHEN I, personally, eat is just as important as WHAT I eat. But with my life and work, I almost always find myself running to and from meetings, networking events, work, and time with friends, and being able to eat the right stuff at the right time becomes difficult and even stressful. Stress is something else my body is forcing me to acknowledge and learn to handle in a healthier manner, so I have to find ways to take care of myself while not letting it stress me out. Hence, Organized Eating…

Okay, so we all know that I love the word "organize" and love even more to find things that need me to follow through with the action! So, when I realized that my eating & shopping habits could qualify for one of my favorite activities if I look at it from a different point of view...well, you'll see.

Oddly enough, for being a compulsive planner, I don’t really plan out my meals a week in advance. I make sure that we have healthy ingredients in the house and from there, usually let mood and inclination lead on what to cook / eat. But the first step is right there at the grocery store – willpower and a list make sure I’ve at least got the foundation I need for the week. They say to never go grocery shopping hungry, and boy is that true!

Second step is making sure those healthy items are available whenever low blood sugar, hunger, or schedule interferes with the plan for the day. This is really hard when you work somewhere with the handy vending machine full of yummy, unhealthy options. Replace the candy bars and chips in the drawer with the healthy options and you don’t have to worry about that 3:00 craving. I've got healthy snacks & protein bars in every purse, briefcase, and bag that I carry, and my refillable Brita water bottle stays near my purse so it can leave with me.

The hardest part, and step 3, is changing the habits of a lifetime.Thinking through when I'm going to have a "treat" of the unhealthy foods I like helps. Constant deprivation can lead to a desire for the "bad" food and lead to falling off the wagon. I've learned to not look ahead to the "deprivation", and just make a healthy choice each time I need to eat a meal or a snack. If I know I've been eating healthy for a while and am due for a treat, well, I'm all for that one!

It's February and for some of us, the goals of eating healthier are getting dimmer as life gets busier - but it is possible! Good luck & happy organizing, errr, eating!

The 5 W's and an H of Virtual Assistants

2012-01-30T14:54:00.000-08:00

The term virtual assistant and the industry are still relatively new and I find myself trying to explain what I do to almost everyone I meet, particularly when networking. There is so much I could say about virtual assistants - what they do, how they do it, why they are so good at what they do - that it is hard not to ramble on. So, here are (hopefully) the basics, from the perspective of a virtual assistant in Hawaii.

Who is a virtual assistant?
Virtual Assistants (or virtual administrative assistants or administrative consultants) are administrative experts who provide off-site, virtual office support. Backed by a wealth of training and experience as executive assistants, office managers, and other administrative positions, they offer their skills to those who do not need or cannot afford a full time employee, but find their time being eaten up by administrative tasks. Small business owners themselves, they come alongside other professionals with an understanding of what is necessary to run a successful business and the ability to help make it happen.

What can a virtual assistant help with?
Think through the tasks you do every day or every week that are necessary but not related to your profession - that feel as though they steal time from the work you enjoy and add stress to your life. If you had a full-time administrative employee, would you delegate some or all of those things to them? Virtual assistants help with the same things as an on-site admin. Here is a short list of just a few of the things that a virtual assistant may be able to help you with.

· Bookkeeping
· Social Media Marketing (Facebook, Twitter, LinkedIn, etc)
· Event & Meeting Planning
· Desktop Publishing
· E-Newsletters
· Blog set-up, maintenance & (ghost) writing
· Research & Writing
· Spreadsheets & Reports

· Presentations (PowerPoint)

· Meeting preparation
· Phone Calls & Correspondance
· Electronic File Management (Organization)

Where do virtual assistants work from?
Most virtual assistants have a home office - fully equipped with all the tools needed to help their clients. A few work from a traditional office space. Depending on the geographic proximity, the set-up of their company, and the services they offer, some virtual assistants also offer the flexibility of coming to your office, particularly for clients in highly regulated professions.

When do virtual assistants work?
Once again, virtual assistants make a decision when they start their company what hours they work for their clients. Some retain the traditional 9 - 5 schedule and others work non-traditional hours - around their home life and other commitments. It is not necessary for a virtual assistant to even be in the same city or time zone as their client. In fact, one advantage of choosing a virtual assistant from a different time zone, if you are aware of your own work style, is that they may start work a few hours before or after you, giving you a head start to assess the day and begin delegating.

Why should I consider a virtual assistant?
Small business owners, coaches, entrepreneurs, and other professionals go into business with a goal in mind and work that they enjoy. The administrative, back office 'stuff' is a necessary evil that most professionals wish would simply go away. As your business grows, the amount of admin work increases in proportion which can disrupt your focus - the reason you chose your profession. A virtual assistant can save you time, stress and reduce the 'clutter' of tasks that you did not go into business for.

A lot of businesses need a part-time or full-time admin; but those that don't can save time and money contracting flexible help that provides help as needed.

How do I choose a virtual assistant?
When working with a VA, you are contracting a business person to come alongside you, not an employee that needs to be trained. Take the time while consulting with a VA, to think through what tasks you do on a daily, weekly and monthly basis, and what among those might be delegated. Discuss with several virtual assistant's what their experience is with those tasks and how they can accomplish them.

When deciding to start a business, just like other small business owners, virtual assistants specialize, both in what clientele they work with and the tasks they excel at. Some choose to work only with real estate agents or lawyers, others work only with coaches. If you are in a specialized field, look for a VA with experience in your field.

Small business owners, entrepreneurs & other professionals who build a business from the ground up frequently feel that they have to do everything. However, selecting a trustworthy, qualified professional to come alongside and assist, will make a difference in business growth, stress levels, time management, and achieving goals.

Compartmentalize Time for Efficiency

2012-01-24T22:31:00.000-08:00

Do you find yourself frequently scattered all over the place, going here, there & yonder? Feel like you haven't gotten anything done because what you need to do at your office is still sitting there, waiting? Most of us need a block of distraction-free time in order to get into the "zone" to accomplish our work.

The good news: it doesn't have to be only a dream. Here are some simple tips to help.

Set aside a day or two for all meetings. Get them all done at once instead of breaking up your time all over the week.
Keep an eye open to the next few weeks so you don't crowd your schedule too much as you are scheduling or receive requests for meetings.
Set aside at least one day to NOT LEAVE THE OFFICE! Plan around that day to eliminate distractions so you can simply focus & work when you are there.
Block out the time for specific tasks. For small business owners, this may be marketing, networking, business building, invoicing, bookkeeping, etc. Set up these tasks as a weekly appointment so it doesn't get lost in the shuffle and eventually get out of control.
Routine & consistency for many are the key to staying on track with time. It doesn't mean being rigid and inflexible, but it can make a difference if you don't feel that your time is "choppy".

If you find that there is just too much to be done and not enough time, not enough energy, or too much distraction from the focus of why you went into business, don't be afraid to delegate to someone you trust! Someone with a professional detachment who is focused on some of the more mundane tasks of the back office can frequently complete those tasks in half the time.

Are You More Organized at Work than at Home?

2011-07-28T13:00:00.000-07:00

Helping You Keep "It" Together
Re-Posted from the July 28, 2011, Clutter Diet Newsletter

Today while running errands I observed a woman working at her place of business, and she had everything really well-contained and ready at her fingertips. It made me smile, and it made me wonder if her home was also organized...because I very often hear from people that they are organized at work but not so at home.

Let's explore why this might be:

Are you organized at work because you want to please "the boss" and do an excellent job? If so, why would you not feel the same way about yourself in your own "work environment" at home?
Are you feeling like you put all your energy into being organized at work, so that you have none left to organize at the house? Are you simply "letting your hair down" at home because you are tired of being productive all day?
Are you more organized at work because other people are observing you there? Maybe you could be motivated by having a big party occasionally to get your house in order.
Are you more organized at work because there is not an emotional factor involved with the "stuff"? Office supplies and paperwork certainly have much less of an emotional charge-- you can be more objective about them and make quicker decisions.
Does your work environment have rules and policies that make it easier to stay organized? Sometimes policies can make decision-making easier (like paper retention schedules) and other guidelines can help people stick to systems that are already in place. Maybe your work is even regulated by the government in some way, for cleanliness or documentation purposes.

Think about these questions and see if you can apply any of these ideas to your own situation. Maybe you can make some rules and policies for your family that will help, like always cleaning up the kitchen before bed. Or you can have people over more often if that is motivating to you. And if you are more concerned about pleasing your boss and keeping his or her environment orderly, think about why you would not want to do the same for yourself. You deserve it!

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

Looking for a professional organizer or virtual assistant in Hawaii to help get that clean fresh start in your home or office? Give us a call and get simple tips on our Facebook page! A list of services is available on the Precision Admin Solutions website - www.precisionadmin.com.

Mid-Year Pick-Me-Up

2011-07-19T11:47:00.000-07:00

A little over six month ago, we all had a fresh start at New Year's and most of us wanted to change something, whether official "New Years Resolutions" or just some general ideas of what we wanted to be different in 2011. Let's take a moment for a quick check-up. What is the progress on those personal & business ideals that you began the year with? Are you right on target or have you given up and forgotten? The good news is, even if you haven't progressed as far as you would like, the year is not over! I've always liked the quote from Anne of Green Gables, "Tomorrow is a new day, with no mistakes in it yet." No mistakes to me means no failures and there is still hope.

While I didn't label it as a 'resolution' at the beginning of the year (because please, I don't need any more pressure), I began the year with high hopes of getting physically healthy & fit. Let's just say...I didn't last very long in making the changes necessary to reach that goal, and when I tried to get back on track a few times, life happened and I allowed the interruption to derail me. Thankfully, while not fun, my body gave me a wake up call over the past few months and I've started making those changes with the help of a support team: a naturopathic doctor, my chiropractor, and my acupuncturist. So, at the end of the year, maybe I won't be exactly where I wanted to be, but I'll at least be on the way and that to me is better than kicking myself for wasted time.

Whether your goal was losing weight, or getting organized, or bringing the bookkeeping under control, or growing your business to a certain size - IT IS NOT TOO LATE! So maybe you won't be where you envisioned yourself on January 1 - but won't it feel great to be on the right path? Then, you can start 2012 with the goal of finishing the work that you started and be encouraged by progress made rather than only seeing work that is ahead.

Here are a few tips I have learned (the hard way) on how to stick with those goals to change - whatever they may be.

1) Don't try to go it alone; get a support team together. Sharing your goal with people who will hold you accountable or who share your goal makes it much harder to give up. Ask friends or family who are encouraging and supportive, or find a professional in that field to help you get started and keep you on track. Whether it's a nutritionist to guide you with weight loss or a virtual assistant to help you get your bookkeeping caught up & processes created, it is worth the investment. (Hint: if you know people who share the same goal, see if you can get a group together - a little bit of friendly competition can help to maintain motivation.)

2) Break it down into managable tasks. Change one thing at a time, not everything all at once. Focus on changing your eating habits first, then little by little add exercise. If you are working toward becoming more organized, before you tackle the backlog, start keeping your desk and current paperwork filed neatly.

3) 'Take it one day at a time.' As Sandra Bullock's character in 28 Days says, "What, like 2, 3 days at a time is an option?" Focus on making good choices for one meal, one day, instead of thinking "I'm going to be deprived of what I love for the rest of my life." In the office, think of clearing your desk of the tasks for that one day; tomorrow's tasks will still be there and the backlog isn't going anywhere - but you will be better able to handle it if you don't feel as though you are losing ground on the present.

4) Studies show it takes 21 days to form a habit and 6 weeks for that habit to become natural and permanent. Set a mini-goal to keep your desk organized and neat for 21 days, or to exercise, or whatever the first step in your larger goal is.

Good luck & let me know either here on the blog or on the Precision Admin Facebook page how your 'mid-year resolution pick-me-up' is going!

Looking for help from a virtual administrative assistant or professional organizer? Visit www.precisionadmin.com to see the services we offer & give us a call!

Three steps to developing a habit

2011-07-08T11:01:00.000-07:00

By Mildred Munjanganja
Re-posted from

http://www.lifeorganizers.com/blog/index.php/2011/03/14/three-steps-to-developing-a-habit/

William James had a famous formula for developing a habit – in his selected papers on philosophy, he suggests that it will take time for a habit to form, but the following steps are a recipe for success:

1. Make a strong resolution: You must begin with an initiative in mind. Determine what you are trying to achieve, make a public declaration of it by telling someone else.

2. Never allow an exception to occur until the new habit is securely rooted in your life: A habit is like a ball of wool, every time it falls, it unravels. So you cannot allow ‘just this once’ to occur, it will take you many steps back. The act of yielding weakens the will and strengthens the lack of self-control.

3. Seize every opportunity and inclination to practice your new habit: In the beginning, you may need a lot of reminders to stick to your resolve. So practice your habit whenever you can, it may involve using a checklist so you can see your progress.

They say it takes 21 days to develop a habit and 6 weeks to make it natural – so whatever your goal may be, getting a specific area in your life organized, working out, saving money etc; follow these 3 easy steps and watch yourself succeed.

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

What habits do you need to form in your office & work to keep it organized & manage your time more effectively? In your life to be healthier & less stressed? Don't wait until New Year's to start making changes, take the opportunity now to start creating good habits.

Need a virtual assistant to help you bring your office & work life back under control? Please call or email Precision Admin Solutions to find out how we can help!

How does Superman do it?

2011-06-28T12:41:00.000-07:00

A post on a little bit of a lighter note - things a hyper-organized admin thinks of while watching TV : )

Recently, I've been watching re-runs of Lois & Clark: The New Adventures of Superman in the background while working (thank goodness for Netflix). A cute show without complex story lines that I enjoyed as a teenager. But, as a very practical person, I have a few questions...

First, how come he never destroys his clothes & shoes? Do his powers somehow make his clothing impervious to all of the situations he gets himself into while saving the world?

And where do all of the buttons go when he is ripping off his shirts during the quick change from Clark to Superman? Is there a button sewing elf at home & ownership in the company who makes them?

Finally, how does he carry his clothes all over the world with him to change back into? Does he have a space bag strapped to his back, under the cape & he just sucks out all of the air before heading out? Does it hold his cape when he is being "Clark"?

Questions that aren't important, will never be answered & probably shouldn't be...but a bit fun to think about & show very clearly that I am not cut out for writing fiction!

Five tips for Working with a Virtual Assistant

2011-06-22T12:21:00.000-07:00

"I came to the realisation that my business could not keep growing if I was the only person working on it. I was running out of time and energy. It was at this moment I began to explore the idea of engaging a Virtual Assistant."
by Linda Anderson

I engaged my Virtual Assistant four months ago and in that time she has become an invaluable resource and contribution to my business – she even babysat my business for four and a half weeks when I went overseas on holidays.

Many people I have spoken to have shared stories about their difficulties making their VA relationship work well and have asked me how I got so lucky.

I can tell you luck has had nothing to do with this! Here are five tips for creating a successful and productive relationship with a Virtual Assistant.

1. Be clear about what you want your Virtual Assistant to do

The first thing I did was a brainstorm of all the activities I currently did that I would like someone else to do. I then compiled a list of all the things I wasn’t getting done which fell into two categories:

things I would like my VA to do for me
things that I wanted to do when I had more time (thanks to my VA taking on existing work).

This allowed me to find a Virtual Assistant that had skills and experience to match my requirements.

2. Articulate your personal quirks

As a soloist so much about the way I worked was inside my head – such as how I like my day structured, what my response times to enquiries are and how I word my email correspondence. Having someone else to work with meant I needed to articulate all of these things, which is easier said than done!

3. Be explicit with instructions and deadlines

This may seem to be stating the obvious but it never ceases to amaze me how many people issue a request for work to be done without a deadline attached. Then they get annoyed when the work is not completed when they want it! Deadlines can be as specific as ‘Wednesday 3pm’ or as general as ‘by the end of this week’, just ensure you have one.

You also need to be explicit with instructions as it reduces the chance of miscommunication or error. Remember, much of what you do is habit and you can’t assume someone else will think the same way you do.

4. Agree on work flow processes

Spend time in the early stages of your working relationship agreeing on work flow processes. How will you share information? How will you ensure things don’t slip through cracks or get double handled? How will you issue instructions – verbally or in writing? Will you send requests as they happen or save them up in batches?

Discussing these things up front will minimise the chance of things going wrong.

5. Be willing to let go

I am a self confessed control freak. The most challenging thing for me was to let go of tasks and trust my VA to do a great job. I didn’t want to drive my VA crazy by always checking on work and timelines. To help soothe the control freak within me, we created processes which ensure I am updated regularly on the progress of work.

Having a Virtual Assistant can be a wonderful addition to your soloist business. Take the time to create the structures that will support it being a great experience for both of you.

Reposted from Flying Solo

http://www.flyingsolo.com.au/working-smarter/outsourcing/five-tips-for-working-with-a-virtual-assistant

Do you have any tips from your experiences working with a virtual assistant? Please share them here or visit the Precision Admin Solutions Facebook page and leave your feedback!

Office Management - for Everyone!

2011-06-09T11:52:00.000-07:00

"Office management" and "office administration" are frequently scary terms to many small business owners and entrepreneurs simply because they aren't admins. Visionaries who excel in their field, dealing with the hassle and stress of administrative work is something most would prefer to pretend doesn't exist.

Below are three areas that, if you can get under control & maintain, will make office administration or "management" a breeze.

1) The first is simple - tidy up! Remove clutter from your workspace. Less mess = less stress. Especially if you work from home, try to keep one dedicated space for business so it doesn't have the chance to spread and take over your home life.

2) Choose a filing system that works - for you! Rule number one in organization: if it doesn't make sense to you, you won't use it. Organize papers in logical, related piles. Review what needs to be easily accessed, what can be put in 'long term storage' and what can be filed in the round file (trash - my personal favorite). Create a system that works for you and can be added to easily. Once the system is in place, you no longer need to worry about whether you've lost an important document, a bill or a check. Set aside a small amount of time to file consistently and it will take care of itself.

3) One area that must receive your full attention is the accounting side. Excel, QuickBooks, Quicken, whatever - pick one and be consistent. To run a business effectively, you need to measure progress. Don't wait until the end of the year - we are halfway through - or tax time. Wouldn't it be nice to measure the first half so you can assess what can improve in the second half?

As a virtual assistant, I assist my small business clients both with their bookkeeping and administrative / organization needs. The hardest part is starting. Once a system is in place, we can usually maintain it with 1 - 2 hours per week. For the non-administrative types, it may take a little longer for upkeep until it becomes more automatic, but the reduction in stress and increase in free time makes it all worth it.

Productive "Down" Time

2011-06-02T12:22:00.000-07:00

OR "THE ART OF PUTTING OFF FOR TOMORROW WHAT DOESN'T NEED TO BE DONE TODAY"

The pace of most professions & businesses varies throughout the year - so hectic during certain seasons that you feel as though you can't find time to breathe, much less fit in any more work. And so slow during other seasons that you look around wishing you had something to do - other than twiddle your thumbs, that is. For small businesses and micropreneurs especially, managing these fluctuations proactively is vital to business growth and stability.

What does proactive management mean? Quite simply, in the middle of the frenetic pace of approaching deadlines, focus on the tasks with high priorities and defer others. During the lulls, focus on things that are important to the growth and organization of the business, but are not necessarily time sensitive. Whether these seasons happen to be certain times of the year, month, week, or even day. When stressed in the middle of any busy season, make a list and start a file or a box to gather the tasks that can wait until there is more time. This reduces clutter - both mental and physical - and keeps priorities in order.

Check out this list to get some ideas of what you can defer to your next lull. You know your business better than anyone else, so consider this just a starting point for productive and efficient 'down' time.

1) Clean up email and electronic file system. After the busy season this is crucial - don't let it pile up on you to cause more stress later. Take the time to think through what is working and what is not - re-organizing those files or creating a new system can save time and stress when business picks up again.

2) Purge paper files. Admit it, you knew it was coming... Go online and Google retention schedules. Make some decisions based on your industry or basic legal requirements and write up a schedule for your business. Using that as a guideline, file, archive or shred what you do not need. Don't waste valuable space in your active files.

3) Catch up on your accounting. Make sure everything is up to date, receipts are entered, bank statements reconciled, and all is where it belongs. Then, do a review to make sure expenses are categorized correctly - your accountant will thank you and you will thank yourself when it's that time of year again.

4) Create templates. Templates in Word, Excel or Outlook of items that you need frequently during busy season can, once again, save time and stress. Are there questions that you find yourself answering repeatedly via email? Save them in a document and next time, you can copy and paste! Or, create a folder in your inbox for 'FAQ's' and drag and drop your replies so you can forward them along.

5) Review and update marketing materials. Online or print, they all get outdated as your business and market changes. Sit down for a review and freshen them up. Look into your marketing plan, do you need to extend your marketing to new venues like Facebook, blogs, newsletters? (Oh, and don't forget to make sure you have enough brochures and business cards on hand for the next busy season.)

6) Networking! Keep your business moving and growing by getting out and networking with other professionals, both in your industry and in your area. This is something that frequently gets put on the back burner when work is demanding all of your attention. Now is a great time to make some good connections, meet some new friends, and have fun while still being business-minded.

7) Make your way through the "To Read" file - all those great articles and magazines that have been stacking up because there was just no time. Don't forget to file them so you can find what you need again or trash / delete the ones you don't need to refer back to. Scanning paper articles reduces clutter, and using services like www.Instapaper.com for your online articles keeps things in order and easily referenced.

8) Explore your book collection. If you love it or need it, keep it. If its just sitting on the shelves never to be opened again, maybe its time to give it to a friend, donate it, or sell it to a used book store.

9) Look back and review. Assess the past year in your business. What worked? What could be more efficient? What must change? What would you like to change? Now, take a look ahead. How can you implement those changes? Do you have goals you'd like to achieve over the next year? Take a few changes and goals and just get going on them! Don't wait - remember, it will only change if you make the first step.

10) Finally.... STOP WORKING! This is the time to take a break, get rested and refreshed. We aren't made to run ninety to nothing without a break; that is when we burn out. So, don't let time with family and friends or pursuing favorite hobbies pass you by.

Want to see regular tips on staying organized and managing time? Check us out on Facebook - www.facebook.com/precisionadmin.

Networking in Hawaii

2011-05-25T11:01:00.000-07:00

Moving from the mainland to Hawaii would by itself be enough to fulfill the dreams of many. But moving to Hawaii was about more than fulfilling one dream, it was the time and place for many changes, including a new career.

Working on the mainland in Tidewater Virginia and Houston, Texas, provided many opportunities to learn new skills - most of which I had never thought of trying - and grow professionally in my chosen field of administration. As much as I appreciate those positions, I did not want to follow the normal 9 to 5 path for administrative assistants. I need consistent challenges and love diving into a mess and seeing order restored. Working in a typical office usually starts with an organization challenge, but order and organization are soon in place and it becomes a routine.

So, when life brought a move to Hawaii, it was time to seize another dream - owning my own business. Just running a business provides a constant challenge to learn, grow and improve, with an added bonus of working with a variety of clients in different industries with different needs as a virtual assistant.

Hawaii is the most amazing place for small business owners. The culture, the people and the atmosphere provide a totally different environment for small businesses than living in a city of 4 million people in the mainland. There, my experience of business showed that it is primarily dependent on advertising and somewhat dependent on networking and word-of-mouth; whereas business here in a close knit community is entirely dependent on networking and word-of-mouth.

If you've known many administrative professionals, you know that most of us prefer to be the behind the scenes powerhouse that ensure life runs smoothly while others take the more visible role of marketing. And, yes, I most definitely prefer the former role. But, I have been able to see the incredible results of networking and have great friends to help me out of my comfort zone (not always gently). My business is entirely word of mouth and now I wouldn't have it any other way. One thing that helps me as an introvert to network is to find a way to help - whether that is in a virtual assistant's role for WOW Network Hawaii, or volunteering as president of my BNI chapter - having something to do is important in overcoming nerves and uncertainty when faced with a slightly overwhelming challenge that I haven't conquered - yet.

Having learned the value of networking and word of mouth referrals here, I'd like to visit the mainland and explore the networking that I missed when living there. But I'll definitely come home, because obviously, they are doing it right! Living and working in Honolulu, there are many opportunities for networking nearby, and really, all over the island the possibilities are endless.

Whether you are lucky enough to live in Hawaii or want to explore and let me know what it's like on the mainland, get out there and get networking!

Check out some great networking organizations here in Hawaii. This is only a small sample - attend a few of these and you'll learn about more!

Business Network International
http://www.bnihawaii.com/index.php
BNI Hawaii Facebook
There are chapters all over the world - Givers Gain!

WOW Network Hawaii
http://www.wownetworkhawaii.blogspot.com/
Facebook
Networking in West Oahu - not just for women!

Green Drinks Honolulu
http://www.greendrinks.org/HI/Honolulu
Facebook
The first Tuesday of the month at Aloha Tower Marketplace

Pacific Edge Magazine is very active in hosting & promoting networking events in Honolulu.
http://thepacificedge.com/category/events/

Deadlines Require Focus

2011-05-23T12:34:00.000-07:00

This re-post is courtesy of a newsletter from Sunburst Bottle Company
www.sunburstbottle.com
https://sunburst.infusionsoft.com/he/151137/f20628729e5fdb18b4532bc7af68c9eb

"If you chase two rabbits, both will escape." - unknown

Today I had two important deadlines that were staring me directly in the face. The first deadline was to complete my annual "tax scavenger hunt" so as to be ready for my CPA tomorrow. He asked if I would move the appointment up two days to give him more time to work on our returns. When I agreed to this request I had the gut feeling that I made a mistake granting his wish. I have learned never to doubt my gut.

It is now 9:14 PM and I just took a break so I can write this newsletter, which you might have guessed is my second important deadline. I confidently believed I would have time to gather my tax "stuff" today at the office. It's not like I hadn't already put in numerous hours in this endeavor. This was before our fax machine decided it no longer would spit out or send anymore faxes. Of course I was the one elected to run to the office store and purchase a new one.

When I returned to the office the new fax machine OF COURSE did not work like the old one. Oh, it was a decent fax machine it just spoke a different language than the one we were used to. Alas, I got it set-up and working about the time all our employees went home. So guess who got to send out the important faxes that were awaiting? Nice guess.

This little story is not so different than many of you face each day. It has been said that Mr. Murphy for whom a law was named was an optimist. In other words if anything can go wrong, it will. This isn't negative just realistic. It is how we react that is telling.

As mere human beings we sometimes over-schedule, over promise and even under perform. It usually isn't for a lack of desire or concern for a positive outcome. In my life I find I run into the beast I call lack of focus. It is not that I cannot employ a laser-like focus, it is that I tend to procrastinate too often. My wife is much more organized, while I like to call myself "free lance".

I am somewhat amused at the customer who calls at closing time and asks if we can ship his or her order out the same day. When we tell them it is too late, they often say "but I need my order". My thoughts go something like this: "what part of your lack of preparation constitutes an emergency on my part". I may think this but I don't verbalize it because I may be speaking into a mirror if I am honest with myself.

When I was a kid I was fascinated with a magnifying glass I treasured. I learned to focus the light from the sun that passed through the glass on to anything I thought had the possibility of burning. I am surprised I didn't burn down our house. Hopefully I have done enough good things in the intervening years to be forgiven for all of the ants, grasshoppers, beetles, etc that I set aflame.

I was mesmerized at the awesome power that was produced with this device. This was my first glimpse of the great power of focus, although my Dad's belt got me to focus very well in the few occasions he removed it from his trousers. In my childhood it was OK to "leather up" your wild sons. I am probably better off for it. Dad had a way of making me focus like my magnifying glass.

"Concentrate all your thoughts upon the work at hand. The sun's rays do not burn until brought to a focus." - Alexander Graham Bell
When we are pressed with deadlines we need to use the ability to focus, that all of us have. If you have ever driven in a dense fog you had to focus intently in order to pass safely through this obstacle. Other times you drive with seemingly carefree abandon.

The ability to focus on a task or assignment is critically important. The more important the task the greater the need to focus.

I spoke with a business associate some time ago who told me she was so busy it was hard to get anything done. At first blush this sounds like a silly statement. However, as we dissect this thought it makes complete sense. We are at times too busy putting out fires to get anything important done.

Look at your desk. I would submit there are things on your desk that need to get completed but are not very important. I would also submit that there are things on your desk that need to get done that are important but are buried under the unimportant items.

My friend told me she has to lock herself in her office for an hour at a time without any outside distractions if she wants to accomplish anything worthwhile. She said that in this hour of extreme focus she is amazed at how much can get done.

Most of us have desktop computers, laptops, email, cell phones, electronic assistants, etc. It seems like I can't go anywhere without taking along several different chargers for the electronic gear. I recently purchased an iPad, which by the way is pretty cool. It's almost like the array of weapons and specialized equipment I had to carry while on the SWAT team, but less lethal. We had a gadget for everything. At that time each item had a very important mission and if left behind could be very costly. The focus required on the SWAT team was extremely important for obvious reasons.

I sometimes have to remind myself that "business focus" is many times ignored. While perhaps not as important as "SWAT focus" it is nonetheless critical for success. It is very easy to lose focus or not value our time. We can make ourselves busy but not productive.

How often at the end of a work day do you ask yourself what important work was accomplished? We tend to rate our daily experience with being busy instead of being productive. You can tell me that you worked 60 hours last week but can you tell me what you accomplished?

When I contract outside work, I would (normally) rather receive a total bid for a job rather than an hourly rate. If a person works faster and completes the job sooner, that is fine with me, as long as the quality of the work is good.

My challenge to you is to set some time aside and FOCUS on an important task and see how much more effective you can be. As you improve your ability to focus perhaps you can work less hours and actually get more accomplished.

My second challenge is for you to ask yourself daily: what did I accomplish today? If you are honest with yourself I think the answer to this simple question will surprise you.

I guess now that I focused on this newsletter I can return to my taxes. Frankly I would rather write another newsletter.

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

Check out the Precision Admin Solutions Facebook page at www.facebook.com/precisionadmin to receive regular organization & time management tips & encouragement.

First & Last

2011-03-06T21:48:00.000-08:00

We are all busy with too much to do and a feeling of no time to accomplish it all. The pressure and stress that this creates can make the start and finish of the work week more stressful than necessary. Try these simple tips to see if they don't help reduce some stress and help you look forward to your week a bit more.

First:
Schedule an appointment for yourself at the beginning of the week. First thing Monday morning, if possible. Sit down with a cup of coffee or tea, take a few deep breaths and think through what needs to be accomplished for the coming week.

Write it down! Don't waste valuable energy and memory trying to keep track of all of the little things that are coming up. If it is on paper, you can refer back to it and enjoy the feeling of accomplishment, crossing them off during the week.

Now that you have an idea of what needs to be done that week, prioritize each task. Two levels, high and low, are usually best and keep things simpler. But if you feel more confident with three levels, that's fine. Do what works best for you.

Review your list and right off the bat, choose the task that you dread the most - returning phone calls? balancing the books? creating a presentation? Do your least favorite task first! Don't let that one thing hang over your head as you do other work. It takes the fun out of the rest and hangs over your week, causing additional, unnecessary stress.

Last:
Whew! The week is drawing to a close and you're ready to head home for a nice relaxing weekend. Make it more refreshing by truly putting the week behind you before you leave. Once again, don't waste stress and valuable memory trying to remember things. Clear the decks - oops, desk!

File anything that has been accomplished and has no bearing on the next week.
Anything you know will need to be done the next week, start your Monday list and leave it at the office. (This can be done during the week as well, if you know it should be done later.)
Use inboxes on your desk to prioritize projects on your desk - important / active, waiting on a response, and less important.
Put loose (related) papers in manila files with post its on the front with instructions or just identifying what is in there (so you don't have to keep opening it to remember).

Simple things can make life at the office less stressful and more enjoyable. Make the administrative side less onerous by handling it consistently and not allowing it to pile up. And when it is time to take time off, leave work at the office.

Hope you have a great week!

Want to receive simple organization tips regularly? Check out Precision Admin Solutions on Facebook.

Post It's ... Use them, Love them, Addicted.

2011-02-18T13:00:00.000-08:00

In honor of Post It's 30th Anniversary (ok, it was last year, but still!) and the fact that it’s one of my all time favorite organizational tools (the tactful way of saying I'm an addict)...

Did you know, 6,005,000,000 post it notes are sold every year? And it takes 14,000 to cover a Jaguar S-Type? Yes, someone did do that...and now there are copycats. So if I find my car covered in post-its one morning, I have a short list of suspects.

A favorite quote:

“The Post-it Note was more than just a practical tool — it was also a psychological one. Compared to the clunky machines of the 1980s that generated all those documents, it was a vision of high-tech minimalism. Its edges were sharp and square, with no ugly binding, no perforations, no metal rings. Its color, a subtle but attention-getting yellow, was somehow like the color of thought itself, a lightbulb going off in your head. Devoid of any other graphic elements, it had the effect of a clean, calming, blank screen. And, yet, for all its streamlined efficiency, it was playful and user-friendly. . . .” from Greag Beato’s Twenty-Five Years of Post-it Notes

Just a few of my favorite uses for Post-Its:

The usual leaving a note for someone or flagging a page for signature.
Temporarily label manila folders instead of writing on them
Keep a pad in purse, wallet, day planner for writing a note and not losing it. Take the backing off and they stay in the cover of a notebook so you don’t lose them.
Organize a stack of paper (or a clipboard) with post-it dividers (similar to the way notebook dividers work).
Need to take a bunch of things with you, but afraid you'll forget something? Stick the list to the front door at eye level so you'll see it as you leave.
Think of things while brushing your teeth? Stick a pad to the mirror and leave a pen there.ad to the mirror & leave a pen theread to the mirror & leave a pen there.
Mark your place in a document or book or an item you have a question on and want to go back to.
Make a short list of things to do within a short time frame and stick it to your monitor or desk top for easy reference.
Create a seating chart – each person gets a note that can be moved around easily.
Going somewhere that GPS can’t follow? Write directions on a super sticky note and place it on the dashboard or steering wheel – easy to see so you can focus on driving.
Do you buy nice boxes for closets or storage? Use a super sticky note to label them so you can easily re-label when the contents change.
Last but not least – run the sticky side of a post it between the keys on your keyboard to gather fuzzies and small bits of trash.

Happy Sticking!

Woman on the Go Essentials

2011-02-08T19:20:00.000-08:00

Ever have one of those days where you leave the house at 8 am for meeting after meeting and don't get back till late at night? You have your phone and laptop. All ready to head out the door, right? Here is a quick checklist of essentials for the businesswoman on the go - be prepared, stay fresh, and enjoy your day!

Extra business cards
Notebook
Pen / pencil
Hand lotion
Hand sanitizer
Pocket pack of tissues
Safety pins
Shout Wipe in case of spills
A hair clip or band
Comb
Nail file
Small compact with a mirror
Face blotting papers
Lip gloss / stick
Bottle of water
A pack of Emergen-C (for energy & electrolytes)
Aspirin (just in case)

Depending on what profession you are in, you can probably think of a few other items to include in your kit that are specific your needs. As a virtual assistant, when I'm going to meet with a client, I usually carry a couple highlighters, some paperclips, a few empty file folders, a pad of post its, and anything particular to the client I'll be meeting. And don't be alarmed, this will take a lot less space than it might seem, looking at the list.

Be prepared for that busy day & I hope it's a good one!