I was Skypin’ the other day with a friend of mine and she said, “I want to hire you – hire you to do my email and just give me the stuff that is important.”

The conversation went a little like this:

Me:  What is wrong with your email?  I mean, why does it bother you so much?

Friend:  I open it and get sucked in…responding to the new emails and putting out mini-fires.  Next thing I know half my day is gone and I haven’t even gotten to my projects.

Me:  Well, why do you open it?

Friend:  Because I keep the stuff I need to get done right there in my Inbox.

Me:  Why do you have to open the new stuff?  Why can’t you just go straight to the stuff that needs to be done?

Friend:  Because I’m curious and don’t want people to think I’m not taking care of them.

Me:  You’d be taking care of them eventually, right?

Friend:  Well, sure!  I can’t have new mail sitting there though because I want to know what it is.

Me:  So, what if it wasn’t new?  I mean, what if when you opened it there wasn’t new mail there – just your stuff to do.

Friend:  Yeah, that’s why I want you!

I love friends!  They just know I’m a Virtual Assistant and that I fix stuff, so they want me to fix stuff for them.  That is easy work, right?  I don’t like to just fix stuff up and give it back.  If there is a way I can help fix something long-term then I’d much rather do that.

To me this email problem seemed like a no-brainer.  When you are stuck you can only see the obstacle though.  It is hard to see the no-brainer someone else can easily see from the outside.

I could tell there were two things bothering my friend: the bold number in parenthesis next to the word Inbox and she didn’t want to let anyone down.

I suggested she set up a new folder like Incoming or something that made sense to her.  Then, set up a rule to mark any incoming email as read and transfer it to her new folder.  That way, when she opened her email at the beginning of her day she wouldn’t have 10 things to do and 35 new emails to look at…the only emails to be seen were the 10 things to do!

This really only solved one of the issues.  She needed to feel like she took care of those folk who were reaching out to her.  I suggested she pick a time that was comfortable for her depending on what time she normally started her day, commit to herself she wasn’t going to look at her new “Inbox” until that time and set a reminder to keep her on track.

Her time of choice was noon and she thought most people wouldn’t be freaking out if they didn’t hear from her by then anyway.  In addition she set reminders at four and eight to keep her in the right mindset the entire day.  My friend also decided she would start managing expectations with new clients regarding how quickly she would respond to them.

That Skype conversation was on Tuesday.  When I checked in on Friday she was on course and happy with the way things were going.  Yah for my friend!

Let’s talk about your obstacle.  What can I help you with that is a long-term fix?  If I can’t make a good suggestion then I bet I know someone who can or one of the readers could have an amazing idea for you.  You’ll never know if you don’t share your trouble!

Nibbling away -

Sundi

I *finally* finished 9 Lies That Are Holding Your Business Back…and the TRUTH That Will Set It Free by Steve Chandler and Sam Beckford.  I’ve already decided to read it again.  I read it with my book club and it has taken us months to get through.  If I read as we go along I miss the big picture.  If I read ahead I only vaguely recall some details.  So, I’ve decided to read everything twice.

“That is absolutely silly!” you say.  It may seem like it to someone who has never been in a book club like ours!  We are all in the same industry so the discussions get pretty deep when it comes to the hows, whys and ways to make something work for each of us.

Chapter 9, which I finished on New Year’s Day, is titled I Am a Victim of Circumstance and it proves the case that we make the circumstance we are a victim of regardless of it being good or bad.  The section which really hit home for me was Time Management is Ownership – maybe it was because I was reading it on New Year’s Day, which is naturally a time to reflect on ways to do things better.  The author suggests using two of four motivational quotes to enact positive change on the ownership of your time.

Call me a dud but I picked only one.  It speaks so strongly to me and it is something I struggle with regularly.  There are things I want to do and I don’t – which makes me the victim.  Knowing this – acknowledging it – makes me crazy.  I can’t stand the victim mentality and I intentionally avoid people who have it.  So, wait a second.  I want to share the quote:

“You never ‘find’ time for anything, if you want time you must make it.” 
-Charles Buxton

That stack of books I want to read.
Those ten blog posts I have on my list.
The training I want to attend.
A local networking event I want to check out.
The newsletter that was at the top of my list last year.

All those things I want to do and I never find the time to actually DO them.  Gee, now I think I get it.  Nobody can do them but me.  What good does it do me to have someone else read the books or attend training for me?  I might have the titles written down yet those posts are still in my head.  Is there someone out there who can market my company at an event better than me?  Now the newsletter……..

Here are the other three quotes:

“Start by doing what is necessary, then what’s possible, and suddenly you are doing the impossible.”  -St. Francis of Assisi

“Learn to use ten minutes intelligently. It will pay you huge dividends.”  -William A. Irwin

“You have more to do than you can possibly do. You just need to feel good about your choices.” 
-David Allen

If you were to choose one to start your New Year out right which one would it be and why?

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Sundi

Keyboard short cuts save me tons of time and I love to learn new ones.  Here’s one for you to try!

The icons that are listed in your Quick Launch toolbar or Task bar can be launched by holding down the Windows button and pressing the numerical position the program icon is located.  Use 1 for the icon located closest to Start, two for the next and so on.

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Sundi

If you missed part 1 then take a second to get caught up!

We’re talking about how to get through a slow spot in your business…it works if there is a lag in the economy and it works if you took a one month leave!

Here are the last 5 ideas for you.  Try them for a week and let me know how it goes!

6 – Work on your skills.  Invest in yourself for the biggest return on investment.  The best part is you have total control over the return.  Make a half-hearted attempt and you get not so much return.  Apply yourself and the sky is the limit!

7 – Give to get.  Work for your network and let your network work for you.

8 – Use your raving fans.  Not only will it help to talk with a person knows, likes and trusts you but they are a great source of future raving fans.

9 – Count the cards.  Now at the casino this will get you bounced but in your business you ARE the house.  Keeping track of your success will only make you feel better about your efforts.  If you know what your numbers are and set your vision to better results your positive attitude will carry you there.

10 – On to plan G.  There isn’t a single successful person out there who hit the big time on plan A – it just doesn’t happen.  If you’ve succeeded before you hit plan Z you DID IT!

You know you have something to add!  What you have to say may be just what I need to hear so spill it would you?

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Sundi

I’ve got a freebie idea for you iPhone app designers.

When I meet someone at a networking event and I want to meet them at a neutral half-way point we have the hardest time coming up with the best spot.  Normally someone ends up driving a majority of the distance to the other person.  Sometimes people are familiar with their local area and the parts of town in between are pretty hazy.  Other times, one or both parties aren’t in a familiar area because they have a meeting somewhere out of their local area so they are already starting in unfamiliar ground.  Numerous times I found myself in this situation and if it isn’t me then I over-hear two people having a conversation very similar to this.

In steps a handy iPhone app!

Two address fields pop up where the addresses or areas of town each individual will be coming from can be entered.  Starting with the closest point in the middle and going out in each direction the app could list appropriate places the two parties could meet in the middle.  For another cool functional the app could have a field to enter the time of day or what the parties would like to meet over.  Coffee? Lunch?  Cocktails?  Adding this functionality allows the app even more flexibility!

Wouldn’t it be great to know you weren’t going to end up in a shady area of town for your next face-to-face meeting?

Since I’m not an iPhone owner could you make it web-based too?  Great! Thanks a lot.

If you’ve got this covered here is the perfect opportunity for you to pimp your stuff!

Nibbling away –

Sundi

People you wouldn’t even imagine struggle through low sales times especially during a lean economy.  If you want to find yourself back on top then don’t sit there an take it…take action instead!

1 – Return to the basics.  The basics are the sales steps you took in the beginning.  The ones that got you where you’ve ended up now but those you might have abandoned while times were good.

2 – Act now.  Don’t wait for economic times to get better.  Don’t join the crowds of people who are saying that times will get better soon.  Make them better – now!

3 – Reach out. There are other people out there who want to get the ball rolling.  Find them.  There are some you probably know of who have already started rolling.  Ask for their mentoring and learn from their successful spirit.

4 – Change is good.  If the market is changing then consumers are changing too and so are their needs.  Adjust your basics to reflect those changes.

5 – Think outside the box.  Although change is good it can also force you outside your comfort zone.  Don’t fight it.  Roll with it.  If you aren’t uncomfortable then you aren’t growing.

Try these 5 things for a week and come back for some more to try next week!

Nibbling away -

Sundi

Move along to part 2!

No, I’m not a foodie.  No, this isn’t a recipe/cooking/moral-support-in-the-kitchen blog.  Most likely you’ll think this is WAY off my beaten path and you are right.  For those of you who don’t normally visit here: welcome!  The normal fare is advice around your SOHO, coaching, speaking and training with an occasionally soap box thrown in for good measure.  Today is something special. Recipes!

First the history!  (Those of you who are SMCKCers can skip this part and go straight to the reason why I know you’re here-  located in the next paragraph.)

I’m a member of the Social Media Club of Kansas City.  We have a monthly breakfast meeting at the Kansas City Cafe (@KansasCityCafe if you’re on twitter).  (Montica, the owner, gets it so you should give them a try!  They open just special for us and cook some fantastic food up because they aren’t normally open in the mornings.  SMCKCers love bacon.  We talk about bacon – a lot!  A month ago I wondered out-loud on twitter if anyone had tried chocolate chip cookies with bacon in them.  Tweets were on fire with the debate about the sanity around such a combination.  Since I have a killer chocolate chip cookie recipe I decided to give it a whirl and share the results at the following SMCKC meeting.  I’m sharing the recipe here!

Chips N’ Bits

2 sticks unsalted butter
2 1/4 cups flour
1 teaspoon kosher salt
1 teaspoon baking soda
1/4 cup sugar
1 1/4 cups brown sugar
1 egg
1 egg yolk
2 tablespoons milk
1 1/2 teaspoons vanilla extract
3/4 cup chocolate chips
3/4 cup bacon, fried crisp and crumbled (about 10 slices – that would be the bits people!)

Heat oven to 375° F.  Melt butter. Sift together flour, salt, and baking soda. Set aside.

Add sugars to butter and cream together.  Add egg, yolk, milk and vanilla.  Stir until well combined.  Slowly add the flour mixture to the wet ingredients.  Using a #2 scoop portion out the cookie dough and chill – I usually chill overnight.  Bake for 14 minutes or until golden.  (Do I really need to say ovens vary?)

For future versions I think I might try using the bacon drippings as part of the butter and up the bits to 1 cup.  The original cookie recipe is from Alton Brown.

The next recipe is something my mom and I created when I was somewhere around high school age.  I’ve used the same recipe ever since.  Several of my Virtual Assistant friends DM me for it frequently.  So I decided since ’tis the season for cornbread I should share with everyone!

Sundi’s Cornbread

1 egg
1 cup milk
1 1/2 flour
1/2 cup corn meal
2/3 c sugar
1 tablespoon baking powder
1/2 teaspoon salt
1/2 cup oil

Whip all those ingredients up.  Throw them in an 8×8 pan for 20 to 25 minutes on 400°F.  Serve it hot, cold or even a day old with ham ‘n beans.  It feeds my 6 but for a smaller group you can cut the recipe in half and put it in a pie plate instead.  Warning – for some reason the recipe does not double well.  Please don’t ask me why.  I just know it to be true because I found out the hard way.

NOW you may really be…

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Sundi

UPDATE:

December 14, 2009:  So I tried the Chips N’ Bits recipe with one stick of butter and 1/2 a cup of bacon grease and drippings.  It tasted better.  It also changed the consistency of the dough and how it cooked.  Since I was very happy with the cookie recipe the way it was I don’t think the more bacony taste was a good trade off for the change in texture.  I’ll keep fiddling with it as time goes on.

I’m in the middle of a book with a group of Virtual Assistants I have phone chats with semi-weekly…9 Lies That Are Holding Your Business Back…And The Truth That Will Set It Free by Steve Chandler and Sam Beckford is our current read.

I just finished up Chapter 6 and it contains a section which cracks me up!  Chandler and Beckford found a small business article that rubbed them so far the wrong way they disputed it right there in the book.  Granted there was no give away of the authors or the newspaper it ran in and the details were tactfully written.  This section still made me wonder…would I have followed the advice in the article?

5 Ideas You Should NOT Follow

#1  Keep costs and spending down.  Businesses fail because they have too much overhead.  Truth:  This is negative and reactive.  You can’t save your way to a successful business.

#2  Take the time to create a business plan.  A marketing study, the competition, costs and prices.  Truth:  Don’t let the marketer and competition dictate your vision.  Let the market and the competition respond to you!

#3  Theory is valuable but you have to adapt it.  Truth:  Find a theory of business proven to work and then use as directed!

#4  Persevere and talk to other business owners.  Truth:  If you persevere in the wrong direction you are still, um, going in the wrong direction!  And, when 4 out of 5 business fail what are the chances you’ll get good advice from people who are also starting their business?

#5  Keep believing.  Truth:  Be willing to drop your beliefs.  What you really need is a plan!

My thoughts on the Truths…

1) I’ll admit it.  I bootstrapped my business.  I’m a Virtual Assistant, not a manufacturer.  I don’t think this particular tip is directed at me.  I gradually put into place the things I knew I needed and was underway in less than 3 months.  I think I did just fine.

2) Yes, I have a business plan.  It is more full of hopes and dreams rather than marketing studies.  You’ll definitely find some research on competition in there because I did that to set my pricing.  You’ll even find some expense planning because I needed a new laptop.

3) Well, I guess I’m still working on this one.  I’ve found theories that don’t work and stopped using them.  Do I think I’ve found the perfect one for me?  Not yet.  I’m I disappointed?  No.  There are plenty out there to try and when I get the right one I will know it.  (See more on #5.)

4) I definitely talked to other business owners.  I was picky about who I talked to though.  I didn’t want people who painted a rosy picture.  I wanted raw, thought-provoking answers and honest feedback.  The business owners I talked to were established in the Virtual Assistant industry, not people who had launched in the last three years.

5)  This is a fuzzy one for me.  When I read it I think of the Little Engine that could and how if he had sat at the station during the entire story chanting, “I think I can, I think I can!” then he certainly wouldn’t have.  Do I sit around praying to the new business gods that my biz will suddenly take off.  Uh, no.  Do I believe in myself and the services I offer?  Most definitely!

So, where are you in all this?  If you are launching your coaching, training  or speaking business do you fall entirely on the Truth side of the list?  Would you have believed this article as it was originally printed?

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Sundi

I connected with her through the IttyBiz SpeakEasy group and I thought E. (@geeksdreamgirl) was a real sweetie!  When I found out she was doing a Great Dates in 50 States blog series I knew there was something I could do to help!  I live in Kansas City so I could cover TWO states for her…Missouri and Kansas.  (I haven’t been single for how long?)  It didn’t take long for the bigger picture to set in and I realized I could do more than write a blog post!

If I connected her with someone who could write the blog posts for Missouri and Kansas, gaining exposure for their business, plus that person could potentially generate more business for E. then it would definitely be a WIN-WIN.  I suddenly went from wanting to help E. write a blog post to being on a mission.

Now, here is where I should probably say I’ve been married 15 years and I’ve never used a relationship coach or a dating service or a match maker.  Back when I was single we did things the old fashioned way…we hit the bar!

So, I started putting out feelers. I mentioned it at my Social Media Club of Kansas City meeting, DMed a couple folks who might know on twitter and finally tweeted I needed to make a connection so I was looking for a relationship coach.  THAT is how I got connected with Natalie Vick at Cynergy Match.  In turn I connected E. and Natalie in an email introduction.  Success!

Looking back I really can’t tell you who suggested Natalie for the connection I was trying to make.  I could kick myself for that now…

Fast forward three months…

I’m at Principal Connections KC sitting with Dean Long of Coach-to-Success.  When I tell Dean, who is a coach, that I’m a Virtual Assistant he says we should get together soon.  One week later we are sitting on the Plaza drinking joe and he tells me he is working on a workshop project and thinks he and the person he is teaming with would be interested in using my services to produce their templates, presentation and handouts.  Dean has a meeting with her in the next couple of days so he’ll let me know.

A couple weeks later Dean wants his partner and I to have a chance to meet.  We schedule more joe on the Plaza.

As the three of us launch into the usual “getting to know you” exchange Dean’s partner starts connecting my dots.  (You know where this is going, right?)

Across from me sits Natalie Vick of Cynergy Match.  She already knew how I rolled – I was into connecting people.

Is this a Twitter success story?  Is this proof that networking works?  Hell, I don’t know if it is either of those…but I can say making connections built my reputation before I even met someone!

Got a great connector or connectee story to share?  After all, it is about you and all the connections we make.

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Sundi

The Beyond Burnout article from the September/October issue of PINK magazine had an amazing list of items to help you take it easy. The article was mainly for folks in Jobland but the list was awesome for business owners. Two of the points in particular are really great for me and I couldn’t wait to start doing them!

Let’s go backwards so I can save the best for last!

7 – Be proactive rather than reactive.

6 – Take a weekend break or a mini-vacation more often.

5 – Figure out your hourly worth and delegate tasks – at home or at work – that you don’t enjoy or that aren’t worth your time. (Of course this one is near and dear to my heart!)

4 – Say “No.”

3 – Take time for self-care, such as exercise, meditation, or relaxation with family and friends.

2 – Reach out and talk with other entrepreneurs. Share frustrations while using and building your network at the same time.

So, here we are at #1 and I L.O.V.E it.

1 – Develop a “stop-doing” list rather than a to-do list!

Now I’m all tingly. I’m a list-o-holic anyway so this is one I can’t wait to start!

It would work just like long-term goals, only in reverse.  “By this date I want to outsource this and by this date I want to cross-source this.”  Creating a list of when you will stop doing things could grow your business in a whole new way.  Are you tingly too?

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Sundi