If you’ve ever wondered how a VA could help you check out this article:  Why You Need to Hire a Virtual Assistant.  There are some great tips on how a VA can help you.  I really liked tip #3.  There are so many VAs out there, it really is a good idea to find someone who specializes in your field.  For example, I know a lot about the construction field and have a number of clients in that field.  I don’t know a lot about the legal industry so having a client in that industry would require a learning curve on my part.  Why pay someone to learn your industry when there are so many others out there that already know it.

On the flip side, if you meet someone and you “click” with them and they can do the task then the learning curve might be worth it.

 

Since I just did a couple posts on my organization I thought I’d post some pictures of my office.  Plus, I haven’t done it since I moved in here.

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This is my desk.  (Duh)  On the left is my file rack for work that needs to be completed today (when they are finished they will be put back in the tickler file (top drawer on left) in the appropriate day.  Also on the left is my check printer and some random supplies that I use all the time (rubber stamps, paper clips, business cards, and hand toys).  Middle top is monitor and other supplies (tape, stapler, pens, timer, and pictures).  Middle desk is the folder I’m going to start working on after I post this.  Right is my calculater, phones, laser printer, note pad and the holder for my phone (I took the pictures with my phone which is why it’s not in the blue thing).

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Here’s a larger (fuzzier) picture of my desk.  The window looks in to the reception area.  On the floor is my purse and briefcase.

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Another view of my desk.  You can see my color printer/fax/scanner.  And my wall of fame (LOL).  This window looks down into the shop.  Not a great view, honestly.  LOL

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Behind where I sit.  The view out to the pasture where I get to watch the horses play.  My file cabinet.  The two boxes on the right are for my old files (haven’t finished cleaning out the file cabinet yet.  On top is a basket of work that a client brought in for me to complete.  And, of course, my jacket.  LOL  :)

I didn’t clean up for you or anything so if you see something in the pictures sorry.  LOL  I didn’t plan on doing this today.

There you have it…what does your office look like?

 

Recently I started reading a new (to me) blog, Get Rich Slowly.  He posted a good post this weekend Working from Home: What I’ve Learned in 8 Months as a Professional Blogger.  My situation is a little different in that I recently moved my office out of my home but for many of us these all still ring true.  For me, many of them still do ring true even with my office having moved out of the home.

I’m going to comment on his seven bullet points.

  • Working from home saves me money. Surprising to many this is actually extremely true.  When the kitchen is just down the hall it makes sense to go there for lunch instead of running out for something quick.  There’s also the HUGE gas savings with not having to commute to an office every morning and back again at night.  My utilities did go down when I moved my office out of my house since the computer wasn’t running all the time so that could be seen as a small downfall.
  • It’s difficult to budget with a variable income.  There are many jobs where this is an issue (commission based jobs, etc.) but when your income relies solely on the amount of work you complete there is a great deal of variability in it.  I noticed this the most earlier this year when I got really sick and wasn’t able to put in a normal work day for almost six weeks.  I think this is where having a second stream of income or have a good savings plan come in very handy and are extremely important.
  • I control my own destiny. I think this is one of the biggest advantages of owning your own business.  The full credit for your success is YOURS while conversely the full blame for failure is yours.  But, you really do control your destiny and can make the decision to truly do what your passionate about.
  • There’s no way to fake it.  If you don’t produce the work, you don’t get paid.  It’s simple.  Unfortunately in many corporate jobs you can slack off and you still get your paycheck.  So, learning that if I slack off for even a day it directly hits the pocketbook is a huge lesson to learn.
  • Balance is essential. I have had more discussions on this topic recently than I can begin to tell you about.  Setting a work schedule is one of the best lessons I learned.  I start work at a certain time and I end work at a certain time and I don’t work weekends.  That doesn’t mean there aren’t time when I need to pull a late night or turn the computer on over the weekend to take care of something but, for the most part, I have learned at a 9-5 Monday – Friday work schedule makes me most productive and happy because, face it, I work for myself so I can enjoy the life I’m making for myself NOT so I can be tied to a desk for every waking moment of the day.
  • The perfect is the enemy of the good. You’ll have to read the original post for more on this topic.  But, for me this really means that I don’t have to have all the answers and I don’t have to work through all the possible scenarios before embarking on a new venture.  If it looks good it’s OK to try it and work out the kinks as they come.  That’s not to say I’m going to drop a load of money on a new venture until I’m comfortable that it’s worth it but I don’t have to have every possible problem solved before I’ll take a few steps down that road.
  • Social interaction takes effort.  Oh, yeah.  There is no water cooler to stand beside and get a little social interaction.  My biggest pitfall came when I made the 100% move to working at home at the same time that I moved 1,000 miles away from where I’d grown up.  I knew NO ONE and had no coworkers to help smooth the transition.   It’s not impossible.  It’s not like you you won’t have a social life.  It just takes a little more effort on your part than just showing up at work and saying “hi!” to make sure you see a human face every day.

If you have a chance look at his blog.  It’s real and has some cool posts.

 

Isn’t it great how the internet provides us with new information and tantalizing reading every minute of every day? As a home-based small business, my work keeps me online a lot, and I’m constantly adding subscriptions and signing on for updates. You want to stay informed, and it’s really fun to get the latest news instantly. It’s a kind of ongoing education that I’ve come to see as really important. The down side, though, is the gigantic amount of email I get all the time.My clients’ emails are top priority, and when they are sent to me along with all the other subscriptions, news flashes, and spam – not to mention personal messages – it can get tricky keeping things in order. Actually, that’s a nice way of saying it can become downright chaotic.

Recently, my Inbox reached a tipping point, and I realized I had to do something or drown in the daily avalanche. I was repeatedly hearing the little email ding-dong and interrupting my work to see who wrote. I was faced with massive lists of mail every morning, some of which regularly distracted me from getting to work. It took hours to read, sort, file, and delete as appropriate. It was time to tame the raging bull.

My first step was to set my email to download only every 90 minutes. Later, I decided to turn off the automatic download completely, and now I just keep to my own schedule of downloading and reading it at 9am, 1pm and 5pm. So now it’s under my control, instead of me being a slave to it.

The second step has also helped a great deal, and that was to set up a separate email address for all my subscriptions and newsgroups. These then go straight to their folders when I manually download mail from that address, and I can read them at appropriate times.

As for client emails and other relevant messages that get sent to my inbox, I have individual client folders set up. When checking mail, I simply assign each message to the client folders, and then read them when I’m working on that particular customer’s tasks. I also check emails from that client at ‘off-email-hours’ – i.e., while I’m on task with them – but not if my focus needs to be on a different client. So there’s a time and place for everything.

Now, I’m so proud of my empty Inbox! Anything that comes in but doesn’t seem to fit in my categories goes in a miscellaneous folder, which I can clean out whenever I have time to spare.

If your email client has a calendar with daily reminders, you can use that feature synched with your email organization. Just set a reminder to read a message that’s important, but not time-bound.

I hope you can use some of these ideas to keep from being buried in your email, save time, and enjoy being organized. It’s a wonderful feeling!

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