Friday, November 30, 2012

As a professional speaker and coach, should you keep your personal opinion to yourself?

Have you ever been in a business setting where someone has made a remark that was inappropriate, controversial or offensive to you? Unfortunately, I have and I’m never quite sure how to respond because often the comment is unexpected. Like a slap in the face. I'm stunned, deaf and speechless... and then the moment passes. What in the world!

It’s even more difficult to address these comments if they have been delivered by a professional presenter in a conference. This happens to me on occasion and I am always caught off guard and in a daze for a few seconds. My first reaction is likely to be, “Did I really hear what I think I heard?” 



At a recent networking meeting, the presenter made some very clear remarks expressing strong personal political views. Her tone was disparaging and judgmental. I suddenly felt trapped…as if I were held hostage to the presenter’s political opinions. I imperceptibly scanned the room to see if anyone else noticed her unprofessional remarks, but no one seemed visibly fazed.

Ironically, the topic of her presentation was, “How to Project an Impressionable Image.” The speaker was an image consultant and I thought, “well isn't this interesting!” I was invited by an acquaintance to attend, and although the speaker was well-respected in the field and shared many helpful tips, I found myself shutting down and soon heard very little of what else she had to say.

After most conferences and workshops, I usually approach and thank the presenter, but in this case, I could not bring myself to do so. To add to the irony, I won her book in a drawing. Needless to say, I may never read it. I left feeling frustrated. Were my feelings justified? Or was I just being petty?

I’ve always believed that speakers should be nondiscriminatory and sensitive to all members of their audience in respect to their convictions, values and beliefs.

How best should this be handled? Here are some recommendations:
  • Don't immediately react. First gather your thoughts and remain calm.
  • Try to give the presenter the benefit of the doubt, if it’s possible that the comment was made inadvertently or in ignorance. 
  • If it seems to be intentional or if it happens more than once in a presentation, don’t hesitate to respond. Sometimes a small visual reaction such as a wince or nose wrinkle does the trick. 
  • Rather than making a condescending or passive aggressive comment to the presenter, try asking a genuinely concerned question such as, “What makes you believe that?” Or play Devil’s Advocate by saying something like, “A lot of people feel like you, but there are others who believe that ...” 
  • Consider addressing the remarks privately and let him or her know that you understand that he/she has a right to his/her opinions, but that you feel insulted and that the remarks are hurtful to you. Always do this in a calm manner. Never sacrifice your own personal dignity.
For me, I did regret that I didn’t address the issue in some manner. I still wonder how I will handle the situation in the future.

What would you do?


Wednesday, October 31, 2012

Six Effective Ideas to Market Your Business


Reaching your potential customers and creating a positive image for your business are two of the most important indicators of a successful marketing campaign. Sometimes associated with branding, establishing a positive business image is actually more than that; it involves the quality of your product or service, your commitment to customer satisfaction, your consistent customer outreach efforts and your involvement in the community. It also goes hand in hand with a solid marketing plan that not only guides your activities, but also indicates a certain level of professional sophistication to existing and potential customers.

Every day you should be paying attention to advancing your public image. Every day you should be proactive in your approach. In the process, don’t be afraid to experiment with new marketing tactics, but be careful it is not at the expense of your overall plan.

If you have already developed a marketing plan, you probably already know the answers to the following questions. If not, now is the time to do some important thinking and doing! 

·         Who are your customers and competitors?
·         What is your goal? Are you starting a new business or expanding an existing one?
·         Have you clearly defined your niche in the market?
·         What are your key messages…what makes you unique?
·         What are your key approaches?
·         What are your tactics within these approaches?
·         What is your timeline, and what are your benchmarks?

Once you have figured out the answers to these questions, you can begin to explore the different steps that you can take to reach your target customers. The steps below are a few of the most important ones to evaluate: 

1. Create online visibility
·         Make sure that you have a website. If you can’t hire someone to design it for you, use a company like Yola.com; SiteSell.com or HomeStead.com.
·         Set up a listing in local search engine directories using resources like Google.com/local/; Bing.com/local; and listings.local.yahoo.com/.
·         Create a business profile on social media sites like LinkedIn, Facebook and Twitter.
·         Participate in online conversations and comment on blogs related to your product or service.
·         Write your own blogs about your area of expertise or share tips that can help your target audience.

2. Develop branding tools
·         Create a logo and company slogan.
·         Design and print professional business cards and stationary.
·         Give your friends and associates your cards so that they can distribute them to their contacts.

3. Reach out to your industry
·         Attend meetings held by groups like the Chamber of Commerce or other civic associations. Be attentive to the people you meet. Develop relationships.
·         Join and be active in several membership groups. These groups often list their members and contact information on their websites.
·         Offer to speak at industry conferences.
·         Place an ad in a conference brochure.

4. Reach out to your community
·         Create goodwill by volunteering for an annual cause.
·         Sponsoring a fundraising activity.
·         Offer your service or product to a non-profit to use in their fundraising events.

5. Satisfy customers’ expectations
·         Make sure that customer satisfaction is a business priority. Anticipate their needs. Meet deadlines. Exceed their expectations whenever possible. Word travels fast.
·         Offer two versions of your product or service – one that is “premium” and one that fits their budget.
·         Always deliver a high quality product or service.
·         Communicate often with your customers.
·         Perform quality assurance surveys (hire a third party to obtain honest feedback)
·         Follow up with them periodically even after your transaction has been completed.
·         Ask them for testimonials and referrals.

 6. Explore low and moderate cost advertising:
·         Send press releases to local newspapers, TV stations and radio stations. Explore online press-release services.
·         Consider using a magnetic sign on your car advertising your business.
·         Partner with businesses that complement your business. Share leads and mail lists. Experiment with cross promotional activities.
·         If your business is minority-owned or woman-owned, consider getting certified by private or government organizations.
·         Write letters of introduction to people who may be interested in your product or service. Follow up with postcards or phone calls.

The bottom line – be constantly attentive to your business and to your customers. Engage consistently. Look for opportunities to expand your client base while also retaining your existing one. Be positive; be ethical; be sincere. Your business is an expression of who you are. Treat it with care!!

Saturday, October 13, 2012

Partnerships

As the owner or manager of a small or medium-sized small business, you may sometimes feel as if you are working in isolation. The market seems increasingly competitive; money is tight; and your days are busy. It’s hard to set aside time to network, much less develop strategic alliances with other businesses. However, business alliances have been proven to strengthen companies and lead to their growth. Many companies are using this strategy to access a larger slice of their target market and also provide their customers with a wider range of complementary resources.

Whether you call it a partnership, an alliance or collaboration, this kind of arrangement can be described as a mutual agreement where participants work together to advance their common interests. Instead of spending time trying to beat their competition, business owners are embracing a more visionary approach that assumes that “the whole is greater than the sum of its parts.” It is a great strategy that combines the resources, talents, ideas and goals of more than one business in a plan for mutual success.  If you are a small business, it is well worth taking the time to explore this strategic path.

A partnership can be a formal or informal arrangement depending on the participants and their level of mutual trust. Formal partnerships have agreements that are enforceable by civil law and usually require a signed “Articles of Partnership.” These partnerships may even involve multiple ownerships with different lines of authority and roles. Informal arrangements may simply involve a memorandum of understanding between the parties. These informal, collaborative partnerships generally provide complementary services or products in order to reach out to and service more customers and are especially popular among small businesses. 
For instance, a small company that publishes books may establish a collaborative arrangement with a marketing company and an illustrator. Rather than hiring a marketing expert and an artist to his or her staff, the publisher uses these partners to increase the quality and range of services for his customers and also have increased access to potential customers.


There are also “competitive” business collaborations where two companies offering similar products or services agree not to establish a presence in locations where their partner is already present. Whether it is formal or informal, collaborative or competive, partnerships offer the opportunity to operate on a higher level than each company can do on its own. If you are considering a business collaboration or partnership, there are five important points to keep in mind.

---Make sure that all parties have a common understanding of the objective and vision so that expectations are clear and everyone has a specific role. Write everything down. Develop a simple and clear contract or memorandum of understanding. No question should be left unaddressed. 
---Once you are in a partnership, remember that collaborative thinking is the key to success. You are no longer thinking and planning in isolation. Make room in your mind for new approaches and new ways of conducting business. Embrace change. Keep the collaborative vision a daily focus. 
---Communicate freely and often with your partners. Be open and flexible. Establish a trusting relationship. Remember that each partner has different skills to bring to the table that should be utilized and celebrated.
---Find a partner that you genuinely like as a person. You will find that there is a lot of positive energy that comes from working with someone you like. Nurture this energy! And don’t forget to have fun!
---Attend conferences; join associations; be an active member in your community. The wider your network, the more likely it will be that you will find other small businesses that will be the perfect complement to yours.

Unfortunately, not all collaborative efforts are successful. In some cases, collaborations are started with the best intentions, but will fizzle out. Each partner needs to contribute something substantial that benefits the partnership. If one partner does not do his or her share or does not live up to expectations, the relationship will become dysfunctional, productivity will be compromised, and the collaboration will not be sustainable. This is why it is so important to work with someone who shares your personal values and work ethic. As awkward as it may feel, never hesitate to dissolve a collaboration that is not living up to the shared vision.

In the end, whether it is in a depressed or thriving economy, creating and leveraging relationships is a critical element in business growth.

"Coming together is a beginning, staying together is progress, and working together is success."
            -Henry Ford

Monday, October 1, 2012

12 TIPS for great customer service

Oh boy, I thought this was a great topic because customer service is the cornerstone of any business. How else does one survive? A great company with poor customer service will not. That's why customer service matters!

We all know that providing great customer service is the key to building lasting relationships with our customers. Our reputations are directly proportional to their level of satisfaction. Even a very sophisticated marketing plan cannot be effective if the “word on the street” is riddled with complaints. Because of that, we must never forget that each member of our customer base is a unique individual who expects to be treated with professionalism and care.

With that in mind, here are a dozen tips that will help each of your customers feel like #1!

  1. First impressions mean a lot. Whether you meet a potential customer through email, on the phone or in person, your attitude and tone will either draw a person closer to you or cause him or her to be guarded. A positive attitude is indispensable. a) If you are responding to an email, be courteous, informative and responsive. b) If you are having a phone conversation, smile even though you can’t be seen. It can be felt, believe me! c) If you are meeting someone in person, maintain eye contact and be optimistic throughout the conversation. Body language is a powerful tool. Focus. Smile. Don’t ever underestimate the “feel-good” factor.

  1. Respond to all communications within 24 hours even if it is a response (not an auto-response) indicating that you have received the message and will be in touch shortly. You don’t have to have the answer within those 24 hours, but you should always respond.

  1. Learn about a customer’s needs through active listening. This means that you do not make assumptions, you do not interrupt and you ask them open ended questions.  (i.e.: what is costing you the most time or money?) Take the time to “hear” rather than just listen and then clarify when you do not fully understand. Get into practice of summarizing and repeating what you have heard. Take notes. Some feel that taking notes is not appropriate, but I feel it’s perfectly acceptable as it helps to re-confirm what you heard and allows you to ask further questions to clarify comments. This can also help you to practice forward thinking of other ways that you can help.

  1. Once you understand a customer’s needs, provide several approaches to fulfilling them so that your customer feels some measure of autonomy. Remember that he or she wants to feel that you are providing individualized attention. Review your notes immediately following a meeting or conversation. You may think that you will remember everything…but even the smallest detail could be important. Also, send them a thank you note with two business cards, one to keep and one to give.

  1. Be thoroughly knowledgeable about your products or services. If you can’t answer a customer’s question, don’t fudge it! Just indicate that you will check into it and will let them know that you will follow up with an answer as soon as possible. Ask for his or her communication preferences and respect those preferences.

  1. When you agree on a deadline (whether it is a product or a service), do every thing you can to deliver before their deadline! Always try to exceed expectations in terms of quality and timeliness. If you cannot meet their deadline, contact them right away, be apologetic and address it with a solution. This is also the case should you have to deliver bad news. Contact them right away and offer a solution. Things happen and although it’s not their preferred outcome, your efforts to accept responsibility and respond timely will be respected.

  1. Get to know your customers personally. Ask about their families. Talk about the weather, their favorite team, their hobbies…anything to let them know that you care about them. When you ask them, make a record of those details so you can use it (for instance, send a birthday card).

  1. After you have established a trusting relationship with your customers and have inspired confidence, continue to relate to them with active listening. Set up reminders on your calendar to check in with them. Once you understand their business goals, you will begin to anticipate their needs so that they will always feel ahead of the curve… and they’ll think of you as a go-to person. When appropriate, ask them if they will give you a testimonial that you can place on your website.

  1. Never say “no.” Work with the attitude that there is always a solution. Even if don’t have the resources to fill a particular need, don’t hesitate to provide referrals to partners. Remember that referrals can generate some great two-way alliances. Establish those referrals early so you can contact an already warm connections. Partnerships and networking peers are extremely helpful

  1. Thank your customers for their business sincerely and often.  Customers thrive on being appreciated! Offer customer appreciation discounts at your company anniversary date or the date they contracted with you. Ask them if they would be willing to participate in occasional surveys to help improve your services/products.

  1. Make sure that your professional work habits are sound. Do not allow yourself to procrastinate or perform without a plan of action. Learn and practice effective priority management skills and always use goals with deadlines.

  1. And finally…in order for you to take care of your customers, you should also take care of yourself. Be sure to schedule time off for relaxation, family and friends; give yourself permission to restore your energy so that you can project a “can-do” persona to your customers. The next time a customer asks a courtesy question like, “How are you?” you will be able to reply, “Great!” and then set the tone for a great conversation.
BONUS TIP: Treat your employees well too because they are the front line to your customers. So... service starts within and penetrates out! Say thank you! Show appreciation with a surprise perk to maintain good morale.
Treating your customers & employees with care and thoughtfulness will bring you repeat business and a positive reputation…post these tips where you can see them every day!!  What helpful tips should we have added to this list? Please share!

Sunday, September 16, 2012

5 Tips for the overworked professional

These days it seems that the vast majority of us are running around like chickens without heads, trying so hard to get everything done and, at the end of the day, wondering why we couldn't complete the list. Assignments that are due, phone calls that need to be made, meetings that were rescheduled, bosses that never seem to be satisfied. If you’re like I used to be, there are probably days when you just wish you could run away and never look back, days when you want to scream at the top of your lungs! While I highly recommend against any of those, you should know that you’re not alone. Millions of people feel the same way. Read on to learn about 5 tips that you can try if you're feeling overworked.

Tip 1 – Take a break from electronic leashes.  Put away the ‘smart’ phone, stop the text messaging and don’t go near the computer. If you can do this every day for 30 minutes, you’ll be amazed at how refreshing it can be.

Tip 2 – Exercise hard. Make time 3 days a week to do something highly physical, like boxing, and do it until you’re exhausted.  The endorphins that this will release are amazing and the calming effects will help you stay focused.

Tip 3 – Leave your work at work. Once you’re home forget about work. Completely. No calls, no messages, no notes, no nothing.  There needs to be some space between you and the office, you never escape the works and hence you never escape the stress.

Tip 4 – Say no.  If you’re the one everyone always comes to when they need help, start saying no. It’s empowering and, unless there’s something that really is life-or-death, the person asking for help can probably handle it on their own.

Tip 5 – Don’t procrastinate. There’s nothing worse than procrastination, in my opinion (but we all fall into this cycle sometimes). When there’s something on your plate, eat it.  When there’s something on your to-do list, do it. Getting backed up at work is usually caused by procrastination, so be conscious and watch for signs.  You’ll be amazed by how much stress this will take off your shoulders, knowing that your tasks are actually done and done ahead of time.

Tip 6 – BONUS! Get a massage.  There’s nothing better than a 30 minute (or hour, if you can swing it) massage. It’s self-indulgent, sure, but you’re worth it.

Sunday, August 12, 2012

Why is it important to use a bookkeeper?


Hello friends! 

More and more business owners are looking for ways to lower their overhead costs and work more efficiently. Outsourcing back office operations, like bookkeeping, is one of the ways to operate smarter by cutting back on these expenses. So, what are some of the common tasks performed by a bookkeeper?

  • Accounts payable
  • Accounts receivable
  • Account reconciliation
  • Budgeting
  • Payroll


… plus many more functions! A bookkeeper can help to identify and eliminate unnecessary spending, prevent cash flow challenges and help you stick to a budget so there are no unexpected surprises. Even if you are able to manage your books, hiring a third party to consistently handle, review and offer recommendations frees you up to focus on business development efforts! 

Here are five reasons why consider The Busy Buddy over temp agency, intern or employee? (1) We care about your success - if you succeed, we succeed; (2) Little to no overhead; (3) Our services are green. Our virtual services provide secure transmission of client documents which helps to reduce paper usage; (4) One of the greatest benefits is that our services are as-needed so there's no long term contract; (5) When you hire us, there is no revolving door of temporary help.

Let's discuss how we can manage your bookkeeping needs! The Busy Buddy is an on-site and virtual business support services business located in the Tampa Bay, FL area. Our experienced and friendly support team can help! We help busy people manage their tasks! When time is precious, we help you work smarter. We are a licensed, insured and bonded small business that proudly supports clients locally and nationwide with our virtual services! 

The Busy Buddy
Local 813-994-7332
Toll-free 888-571-9806

Find The Busy Buddy on Facebook, Linkedin, Twitter, Pinterest, YouTube!

Sunday, July 15, 2012

Protecting your Florida property - Considerations and Safeguards

Attention Florida property owners:

Do you own a vacation property?
Do you own a property up FOR SALE?
Who's watches your home when you're away on vacation?

Someone checking in on your vacant property is a good idea. No, its a great idea! Whether its a property management company, neighbor or housesitter, vacant homes invite crime and decrease property value so you want to protect it. You may have read recent news reports about criminals who target homes, ransacking the property, stripping it of its belongings and, in some cases, living on the property - without being discovered! Why not have the comfort of knowing that someone is watching. Considering the alternative, this extra safeguard is a small price to pay. Reduce the risk of would-be criminals targeting your property - costing you money and time trying to locate and prosecute the bad guys.

Aside from horrors of criminal mischief, what about unexpected events? Falling trees and limbs? Plumbing disasters? Vermin camping out on your property? Often times, a security system is just not sufficient!

For peace of mind, hire someone to check the property to (a) ensure the lawn is maintained, (b) clear debris, newspapers and junk mail, (c) check perimeter, inside doors, windows and rooms. Your neighbors will appreciate it too!

Contact us to see how we can help mitigate the risks of threats to your property! We also offer additional perks as part of our property check in service!

Sunday, July 1, 2012

Why have an accountability buddy?

What is an accountability buddy? I'd describe an accountability buddy as a trusted ally. They help to motivate and  keep you on target with your personal and professional goals.   An accountability buddy is someone who has your best interest at heart and helps you achieve your goals, by keeping you accountable and committed. They energize you when you need it and high five you when you reach your milestones. A true accountability buddy will be honest with you, offers advice and is always, always supportive; this encouragement keeps you moving forward.  

One other important detail in having an accountability buddy is consistently scheduling meetings in person or by phone. These meetings allow you an opportunity to:
  • review past actions
  • vent frustrations
  • combat challenges
  • set goals with timelines
  • brainstorm new ideas
  • applaud victories
These meetings are also used to  identify forward-moving actions and track progress which are critical to the accountability partnership. 

I have an accountability buddy and, after each meeting, I feel confident and excited. Its also a great feeling to know I've got someone watching my back and keeping me on track. So, I challenge you to find an accountability buddy and put these practices into action! What's your experience with an accountability buddy?

Sunday, June 17, 2012

Helpful strategies that help busy professionals de-stress!

Take a quick break! Here are some strategies busy professionals use to help re-energize their work day.  
·         Breathe deeply
·         Focus on something that makes you smile
·         Give someone a sincere compliment
·         Listen to a song that peps you up

Other ongoing strategies:

·         Exercise
·         Yoga
·         Meditate
·         Read
·         Get a massage
·         Volunteer

Check back and let us know if any of these strategies work. Share other ways you de-stress!

Sunday, June 3, 2012

Hooray! We're CERTIFIED!


It’s official!  The Busy Buddy has been certified as a Small Business Enterprise with the City of Tampa! This certification makes our small business eligible to assist participants and events surrounding the upcoming 2012 Republican National Convention (RNC) being held in Tampa, Florida from August 27- 30th.   Not only are we able to support local commercial and government entities, but we can also provide virtual (remote) business support services that will continue our partnerships well beyond the convention!

The Busy Buddy is excited to be a part of this incredible experience and we look forward to assisting local businesses and visiting delegates, media and tourists!

For more information about how we can help you, please visit our website (www.TheBusyBuddy.com) to learn about our business support services! You may also contact us at (888-571-9806) or email us at info [@] thebusybuddy.com.  We appreciate your small business support! 

Sunday, May 20, 2012

Virtual assistance vs. Full-time office support

If you think you can't afford a virtual assistant, consider the costs of hiring an employee. The cost of a full-time employee may be more expensive than you think. Let's take a look!

A full time professional & business services employee hired at $27.53 per hour will incur a total compensation* of $38.53 per hour. This $11.00 difference includes leave (sick, vacation, holidays), supplemental pay (bonus, overtime), insurance (medical/dental), retirement & savings, payroll taxes (social security, federal, state) and workers compensation. Hiring a VA eliminates these expenses and provides flexibility because you can hire as needed!

With technology (telephone, computer, internet), a virtual assistant can provide administrative support remotely and effectively

* Data Entry
* Organizing and managing contacts
* Paperwork file management
* Email marketing
* Purchasing products and supplies
* Appt scheduling




*Bureau of Labor Statistics - March 2012

Sunday, May 6, 2012

Are QR codes good for business?

Have you started using QR codes for your business? Are you considering it? QR Codes are a great tool to share information abour your product/service and understand your market. However, to those new to the technology, it can be quite overwhelming and confusing. If you are unfamiliar with QR codes, I’ve shared some details.  At the bottom, I’ve shared a few companies that I’ve run across along the way.

QR stands for Quick Response and QR codes provide immediate access to information. When scanned, they can, among other uses, link to a website, share promotional events, and also save contact information onto the scanning device.

When you start researching companies that offer QR codes, some are offered free with reporting, others offer free codes but the reporting is bundled for a nominal monthly fee.  There are lots and lots!  When I finally made my way through, I settled on a simple and easy qr code for my business cards – SmartyTags. Since I was just getting my feet wet, I didn’t want to commit to a long term paid service so I was happy to find a company that provided free QR codes with basic reporting. With my QR code, (1) I can change the code contents when scanned,  (2) the code does not expire, (3) it will be an easy transition from free service to upgrade paid service while retaining all reporting details from code creation and (4) I can sign up for month to month agreement.  My reports show me when and how many people scan my code, what type of device was used and where it was scanned.

With upgraded and premium services, QR codes are used for multiple marketing promotions where you can set a campaign end date, you can incorporate images, logos and color and you also have access to more detailed reporting.

One of the greatest benefits I found is that when you create multiple codes for several campaigns, you can track codes used by different individuals or you can track the success rate of particular marketing collateral (brochures, signage, post card mailers…).

So far, I’m very excited to use one QR code on the back of my business card. When scanned, it goes straight to my website. It’s fun, techy, quick and provides another method to promote my business!  While I chose SmartyTags, there are many, many others that I found.

Please let us know how you use QR codes. Post comments on your experience.