Happy New Year!Getting organized is never fun, but I wanted to post a few tips to help you get your business in order for 2009. As a virtual assistant, I am constantly creating, and receiving files, meeting new people, and earning new business. I am introduced to all types of programs and business solutions that keep me on my toes that I am ready to share with you.Step 1: Get Rid of the JUNK!I know you think you need to save everything, but you don't! Don't become a victim of "Pack Rat" Syndrome. Sort through your paperwork and get rid of anything that will not disrupt business if you toss it. Head out to Office Depot and invest in new file folders and keep financial records separate from important client/customer files. Anything related to 2008, put in a special file cabinet and only go back to it if you need an important document. Back up as much information as you can on a flash drive to eliminate unneeded documents floating around your desk and keep space on your hard drive. The last thing you need is your computer bogged down and running slowly.Step 2: Organize your email folders.I do this at the end of everyday due to the amount of email I receive! I create special folders for each client that I work with and receive mail on a regular basis. I save each and every email and sort it as it comes in. I may not have time to reply to an email immediately, but I will flag it for follow up until I am ready, then add it to its' respective folder. Keeping your inbox clear of junk keeps you focused on the important emails, the ones that need to be replied to right away.Step 3: Organize Your Contact ListSort through your contact list, (email, phone, blackberry) and delete anyone that you do not know well or have contact with any longer. If you want to keep their contact information just in case, invest in an old school address book and keep that information there in case you decide to use it later. You do not want too many contacts taking up memory and space if you are not going to use them.Step 4: Create an Action Plan for 2009I know this may be time consuming but it is worth it. After the kids have gone to bed and you have a moment of silence, take the time out to think about what your goals and objectives are for 2009. Create a time line and follow it closely. Make of list of everything that you will need to achieve your goals including supplies, a team of professionals, or positive cash flow. Do not leave anything out and take your time, this is your business at stake! Keep your action plan near your desk to refer to throughout the year. A few of my goals for the new year are organizing my Virtual Assistant Networking Organization, Launching AAMBC Kids, and promoting my book tour for my clients. These tasks will require a solid plan along with a positive cash flow. I have also outlined the steps that I need to take to get my Vision in Motion (smile) and keep it close by.Step 5: Update Your Business Solutions and Software ApplicationsI have found that the business solutions that I used in 2007 did not work for me in 2008, simply because business grew beyond my expectations. I recommend the following software that may be aligned with your goals this year:Zoho CRMWhere has this program been all of my life, I love it! Zoho allows you to track lead generation & qualification, sales pipeline analysis, sales stage & probability analysis, competitor analysis, real-time sales forecasting, sales quota management, sales reports & dashboards and other useful metrics. These functions give a business an opportunity to completely focus on customer issues such as retention and loyalty rather than sales process, which will help increase sales revenue.Zoho CRM has sales force automation modules such as, leads, potentials, accounts, contacts, and sales-forecasting. You can accurately track all business opportunities and close more deals in less time. Additionally, you can identify trends in the sales process in advance, thereby effectively utilize existing customer data for future cross-selling and up-selling opportunities.Zoho Crm also offers web meetings (similar to goto meeting) appointment scheduling, and provides the features that you need the most. You can even email a customer directly from the CRM!The best part is IT'S FREE!!!Constant ContactI am sure you are all familiar with Constant Contact but it is such a great tool that I wanted to add it to the list. Remember that contact list that you updated in step 2? Now use those contacts effectively by designing an email campaign through Constant Contact. Make sure that your email blast is only sent to those that expressed interest (NO spamming in 09') and has a thorough and detailed explanation of the products or services you offer. If you aren't sure how to create a email campaign that will get the desired results, seek out assistance. There are plenty of Virtual Assistants out there (smiling again) that can help you put it together for a small fee. It is worth it if you are not sure how to appeal to your target market.Ring CentralAre you tired of using your cell phone for business? Tired of using a fax machine that requires you to make sure it is turned on, stocked with paper and ready to go? With Ring Central you can set-up a 1-800 number for your business plus a toll free fax line for $14.99 a month. This is one service that I cannot live without, especially with the low cost. I can receive faxes 24/7 and it arrives as a PDF that I can save directly to my flash drive. I rarely print anymore unless I am faxing something back to someone that requires my signature.Step 7: Take time out to relax!This is a difficult step for me personally, because I am a workaholic! We must remember that we are in business for ourselves to enjoy all of the benefits with our family and friends. Take time out to pray, meditate, or just watch a good movie and share laughter with those that mean the most to you. Eat healthy foods, and get plenty of rest. Make the 2009 the year that you turn off the computer before 1:00 am. In other words, no eating Mcdonald's at Midnight while you surf the web, stressing yourself out to bring in new business. LOLThese are only a few tips, if you want more, please post a comment to show your interest and I will post the best ones!God Bless!Mittie Stephens-LewisVirtual AssistantBusiness Support by MittieOur Official Website!
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