Organize Your Work Day

 

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It is critical that you take the time to organize your office as well as your time. The time used for this activity will save you hundreds of hours in the future, help you focus and on track. This is a process that you have to continually work on and will lead to great results in your business.

1. Make an exhaustive list of all your responsibilities as a business owner. Now, prioritize them. Tasks that produce income should be at the top of your list. A prioritized list will help you focus and get things done.

2. Make a list of all the tasks that need to be done on a daily basis. Also find out and note the amount of time needed to complete each one of these tasks.

3. Always keep about five to ten minutes at the end of each day to plan for the next. Put these down on a To-Do List so you can get all the tasks on it completed the next day. Leave this list on your desk so it’s the first thing you look at as you start work the next day. Set aside time for each area (for instance, finances) before you go on to the next (say, marketing).

4. Keep your office organized – project-wise. Organize your office by category. For example, put all the files and information pertaining to finances in one place and marketing in another. In this manner, you can focus on one area/project at a time and also save time.

5. Create a systems, and automate as much possible.  Example: A step file system holds about 7 files. Categorize it by creating files: Do, Read, Awaiting Answer, Consider, Refer, Ideas.

6. Make sure you have a proper filing system. This is a real time saver as it ensures you get what you are looking for- and get the information when you need it.

7. Fully-exploit the critical programs on your computer. Take classes if you have to. You can organize your sales activities on a Customer relationship management (CRM).  Create and monitor your marketing system. Use one that can help with marketing campaigns like email newsletters, surveys, events, Facebook promotions, online listings, and more.

8. Reserve some time for “creative” brainstorming sessions. Do some strategic thinking and see how far you can take your business. Read business books or listen o motivational tapes on the way home- this can lead to some effective strategies.

Hire a virtual assistant to help organize your day to day activities. You may be pleasantly surprised at what a VA can do for your business!

VIRTUAL ASSISTANT

3 Things you must know about Hiring a Virtual Assistant

Training

There is literally no training at all needed with a virtual assistant.You may have to communicate what your business is about, but you won’t have to worry about their skills and qualifications at all. Virtual Assistants are trained with online work environment and have the skills you need. A virtual assistant usually has years of experience with administrative tasks, social media marketing and customer service skills. Worried about how you will communicate with your virtual assistant? Your virtual assistant will stay in touch with you every step of the way. At Online Assistant Pro we are experts in communication because we care for your business and want to build a long-lasting relationship with you. We will communicate with you via email, phone calls or Skype, whichever method you prefer. And we will schedule a weekly meeting to ensure we are with you on the same page.

As Needed Basis

One reason many businesses don’t hire a full time employee is because of the commitment. When you have to budget for a full or part time position, it can be a task that is tedious and time consuming. A virtual assistant can be hired on an as needed basis. If you have a special project that needs to be done, you can hire a virtual assistant for that project only.

 

Office Space

A virtual assistant does not have the same type of needs as an office assistant you would have to hire. When you hire a normal employee, you have to have equipment for them to use and office space as well. This could be a major expense you would have to factor in versus a virtual assistant who has their own space. A virtual assistant will also have their own personal equipment to use for your services, saving you money as well.

STAY WARM DURING COLD COLD WINTER DAYS

Stay Warm during Cold Cold Winter Days!

The Federal Alliance for Safe Homes (FLASH) offers 19 tips to keep your home and your family safe during an outage.

Family Safety

1. Include power outages in your family disaster plan, identifying alternate means of transportation and routes to home, school or work.

2. Keep extra cash on hand since an extended power outage may prevent you from withdrawing money from automatic teller machines or banks.

3. Keep your car fuel tank at least half-full, gas stations rely on electricity to power their pumps.

4. During a power outage, resist the temptation to call 9-1-1 for information–that’s what your battery-powered radio is for.

5. Turn off all lights but one, to alert you when power resumes.

6. Check on elderly neighbors, friends, or relatives who may need assistance if weather is severe during the outage.

7. Keep a supply of flashlights, batteries and a battery-powered radio on hand. Do not use candles as they pose a fire hazard.

Keeping Warm

8. Put on layers of warm clothing. Never burn charcoal for heating or cooking indoors.

9. If you are using a gas heater or fireplace to stay warm, be sure the area is properly ventilated.

10. Go to a designated public shelter if your home loses power or heat during periods of extreme cold. Text SHELTER + your ZIP code to 43362 (4FEMA) to find the nearest shelter in your area (example: shelter 12345)

Food

11. Keep a supply of non-perishable foods, medicine, baby supplies, and pet food as appropriate on hand. Be sure to have at least one gallon of water per person per day on hand.

12. Avoid opening the fridge or freezer. Food should be safe as long as the outage lasts no more than four hours.

13. Have one or more coolers for cold food storage in case power outage is prolonged. Perishable foods should not be stored for more than two hours above 40 degrees Fahrenheit.

14. If you eat food that was refrigerated or frozen, check it carefully for signs of spoilage.

Generators

15. Do not run a generator inside a home or garage. Use gas-powered generators only in well-ventilated areas.

16. Connect only individual appliances to portable generators.

17. Don’t plug emergency generators into electric outlets or hook them directly to your home’s electrical system – as they can feed electricity back into the power lines, putting you and line workers in danger.

When Power Returns

18. When power comes back on, it may come back with momentary “surges” or “spikes” that can damage equipment such as computers and motors in appliances like the air conditioner, refrigerator, washer or furnace.

19. When power is restored, wait a few minutes before turning on major appliances to help eliminate further problems caused by a sharp increase in demand.