Thinking of Hiring a Virtual Assistant? (5mins read)

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Do you find that there aren’t enough hours in your working day to get tasks completed? Maybe you’re bringing work home or staying in the office late – a lot? If this is all affecting your work quality, meeting deadline dates, and impacting your personal life, then it might be time to look into hiring a virtual assistant – a remote employee that can provide administrative support.

Virtual assistants provide many benefits in managing your day-to-day tasks. They can schedule tasks, mange phone calls, invoicing, book travel arrangements and respond to emails. They need great organisational and time management skills, and communication skills including excellent knowledge sharing techniques, to keep you in the loop. If recruiting staff on different time zones, the time difference will need to be considered.

5 Steps to Prepare When Hiring a Virtual Assistant

  1. Identify your readiness to take on a virtual assistant. It will take time to induct the virtual assistant so it will be of greater benefit if they are recruited at a quieter time, providing both of you with the opportunity to build a strong rapport
  2. Make a list of the tasks that need to be outsourced – tasks that will help you to focus on the bigger priorities
  3. Create a new job description – outlining the job requirements, skills, and if previous experience is essential. At this stage it will be useful to develop interview questions, while the information is fresh
  4. After you have hired the best candidate for the role, set up a preferable means of communication. This step can include scheduling times for a briefing meeting during the week that works for you both. This can be altered at a later date, depending on your needs
  5. Develop a performance measurement report, reviewing this step frequently after they have been hired. Chat with them to see if improvements can be made to the task list. The virtual assistant might be able to provide positive suggestions in relation to the handover of additional tasks, which might suit their skillset better and save you more time

Hiring a virtual assistant has many benefits. This includes saving you time and money, as they take care of the background work, leaving you time to focus on the core tasks of the day including high-level decisions. Their role can be part-time or full-time, depending on your needs.

Remember, building a strong rapport with your new virtual assistant will take time. It will be important to build a solid working relationship based on trust – this works both ways. This will help with the process of delegation of tasks, particularly at busier times, and will significantly improve your work-life balance.

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How to Increase Motivation in the Workplace (3mins read)

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Sometimes there are times when motivation is lower in the workplace. This can include when feeling undervalued, when there is conflict or when there is an unrealistic workload. It can lead to poor performance, unwelcome vibes in the workplace, mental health issues and job dissatisfaction.

There are many different methods to try to improve motivation in the workplace. Each situation is different. It will need an honest evaluation of the workplace dynamics to improve morale. “Obstacles don’t have to stop you. If you run into a wall, don’t turn around and give up. Figure out how to climb it, go through it, or work around it” – Michael Jordan.

8 Simple Ways to Increase Motivation in the Workplace

  1. Develop small goals at first, that are measurable, and that will help toward achieving bigger goals
  2. Encourage collaboration of the team and ask for each team member’s suggestions. Implement suggestions and get everyone on-board with each new change
  3. Try to remain positive throughout the process, even when faced with adversity from colleagues
  4. Develop creative ideas to increase motivation. This might include creating more autonomy in the workplace or encouraging feedback from the team to provide inspiring solutions
  5. Ensure to take breaks and stay fuelled, to feel energised throughout the day
  6. Reward great work with a team celebration
  7. Host frequent ‘huddle sessions’ to review team performance, concerns or issues, and invite solutions from the team to improve each situation
  8. Become a leader, regardless of your position in the organisation

While it is true management have a vital role to play in ensuring that there is good motivation in the workplace, we all have a part to play in improving morale. Obstacles can be overcome, with improved team effort and communication. Teamwork can make a real difference in boosting motivation, morale, and wellbeing at work. It can also help with lower absenteeism, create a great company reputation, and increase job satisfaction, making your company a great place to work and being part of the team.

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How to Improve Culture in the Workplace (5mins read)

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Unique to each business, workplace culture includes many dynamics including work practices, beliefs and behaviours. Working in an environment with an unhealthy culture brings a lot of problems. Issues such as poor engagement, low motivation and performance, and high turnover of staff can make or break a company. Ideally management will work continually toward creating a positive culture.

Creating a vibrant workplace takes a lot of planning and getting everyone on-board with the new way of being. However, it will pay off in the long run and bring much success to the company. “Good teams incorporate teamwork into their culture, creating the building blocks for success” – Ted Sundquist.

Tips to Improve Work Culture and Teamwork

  1. Begin with a clear statement of the company’s vision and values. If your team understands these it significantly increases the chance for greater success. Leadership of the company’s vision begins with creating a large diagram of your vision statement to clarify the process and helps your team to collaborate toward achieving the goal. Placing this in the meeting room will remind staff of the direction of the business at each meeting 
  2. Build trust within your team. Delegate responsibilities and empower employees to perform their best, while providing adequate resources to get the tasks completed
  3. Communication is vital between all departments. Provide an ‘open door’ policy to help ensure team input is valued which creates a feeling that they are an integral part of the process. Delivering and being open to receiving honest feedback helps with real-learning, and supports opportunities for growth and innovation
  4. Create opportunities to collaborate and work toward success. Develop frequent huddle sessions to begin meetings on a light note by including a fun element at the start of the meeting. This will really help the team to work on company strategies and shared goals
  5. Embrace diversity of team opinions and feedback. Brainstorm solutions for greater input from the whole team. To ensure all voices are heard use a few methods for feedback including a flip chart, post-it-notes and provide an opportunity for staff to present their feedback after the meeting
  6. Maintain clear and consistent expectations – an integral part of the process. It helps to demonstrate a fuller understanding of the bigger picture.
  7. Leverage team member’s skills and strengths, and provide up-skilling opportunities when needed
  8. Expressions of appreciation go a long way in boosting team morale and job satisfaction. This can range from competitive salaries, bonuses, extra holiday leave and employee of the month programmes

Company culture is all about the team working together – in a holistic way, toward a shared goal. “Alone, we can do so little; together we can do so much” by Helen Keller. It can take months to develop a great team, yet it can lead to greater long-term results. Positive culture in the workplace provides quality social and economic rewards – increasing job satisfaction and staff retention rates, while increasing performance productivity and the value of the company. The ideal workplace should be friendly, supportive, flexible, fun, and rewarding.

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How to Write a Resignation Letter (3mins read)

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Thinking of resigning from your job but don’t know where to start on your resignation letter? It is better to leave on a good note to maintain good relationships with your soon to be ex-employer, even if your reasons for leaving were due personal reasons or included dissatisfaction on the job.

The final draft of the resignation letter should be two to three paragraphs, and not longer than one page. Re-read your contract terms and conditions. There is usually a section in the contract highlighting what is required when resigning from your job.   

Tips for Writing a Resignation Letter

  • Include the company name and address
  • Include the date of your resignation
  • Subject line – include the statement of resignation here
  • Include your intention to resign in the opening paragraph  
  • Provide two weeks’ notice, depending on your contract terms and conditions
  • State your last day of employment. Ideally this is two weeks’ notice in advance from the date of your resignation letter
  • As an offer of goodwill and support to the organisation, request a meeting with HR or management before your last day of work to offer a full handover and to train your replacement, and to close up matters in relation in relation to termination of employment with human resources
  • Express appreciation for your time with the organisation
  • Include your signature and job title

It is best to hand in your notice of resignation in person, providing a hard copy of your resignation letter. However this is not always possible. In this case, forwarding your resignation letter via email is acceptable for most employers.

“Don’t be afraid to start over. It’s a chance to build something better this time” – Y. Tiwari. After you’ve met with management or human resources it’s time to start the next chapter of your life – enjoy the new journey!

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Looking for a Change – One Word Can Transform Your Destiny (4mins read)

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Looking for a change in your life? Looking for some inspiration? Thinking about a career change? While certainty is something we all naturally crave for in life, it can keep us stuck in a rut and prevent us from growing.

There are many ways we incorporate can change into our lives. Some are complex or may take time. What if there was a simpler way to approach this process of transformation? Looking at the end goal; what is the one word or thing that could be the defining ‘light-bulb-moment’ that can lead you to want to change – the destiny changer?

Begin the Process to Unlocking Your Transformation

  1. Find a quiet space with a journal to jot some notes and ideas
  2. Ask; “What is the one word or thing that means success to me?” This is that word that will be your driving motivator, one that is simple to remember and helps to keep you on track
  3. Begin to open your heart and mind to the answer – wait, and jot down everything that comes to mind
  4. Allow distracting thoughts to pass when they crop up. Remember it takes time when you first start the process of exploring
  5. Explore again and repeat the question. Words are powerful – keep jotting down any words that come to mind. They can be radical or simple
  6. Finish the process after twenty minutes. This is enough time to percolate the initial brainstorming session of this new process
  7. Return to this journey of exploration and change another day, and jot down additional words that surface
  8. Following a few meditations, common words will crop up many times. They will provide a clue to the one-true-word that will help you to focus on the one word to help shift your direction in life. Examples include love, money, or adventure. You will know the one-word, and if it feels right for you, it will truly resonate with your gut, heart, or intuition

Transformation takes work – a lot of exploration and effort, some guidance and support from family and friends, and action. It will all be worth it in the end, as you begin to see positive changes on your journey to success.

It will require a lot of faith, belief in yourself, and a little hope too – embrace change and feel empowered. “Old ways won’t open new doors” – be open to new opportunities where the benefits can be major and transform your personal and professional life. Incorporate feelings into your one-word. These will be your driving force to help you change and lead you to a destiny of success. Changing your focus can open new doors and change your destiny to live a better life!

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How to Create the Best Customer Service Experience (6mins read)

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Have you ever walked into a business and just felt an atmosphere of genuine welcome and great connection with the staff? It is an experience that will leave you with a feeling of wanting to come back again, really soon. Change your thought to the opposite side of the coin; can you remember experiencing poor customer service, where you wanted to walk right out the door as soon as you walked in?

“Customer service is the new marketing, it’s what differentiates one business from another” – Jay Baer. Meeting front line workers can make or break customer service experiences. Whilst you expect to have a positive experience in a luxury hotel, quality customer service can be brought into any business.

Tips to Create the Quality Customer Service

  1. Consider the ambience, flow, and experience from the view of the customer

Does it work from a practical point of view? User interfaces provide clear labels and messaging and provide comfort to the customer. Implement touch-point maps for larger buildings to guide your customers to their destination. This can help to avoid frustrations, delays for appointments and support them on their journey as they use the service. Implement colourful advisory boards in the lobby area. Notices can include special offers, pricing list and promote other businesses in the local area. A copy of the company’s mission statement can be included here too, showing the customer your commitment to them for their business.

  • Listen to the customer

Where possible meet their needs before they know what they need. Train staff to provide a service that goes beyond meeting customer expectations. The rewards will be great for both parties – boosting customer retention and referral, and the bottom line. Host frequent measurement meetings to evaluate performance and feedback and continue to improve the service.

  • Remember small gestures can really make a big difference
  • Emotions play an important part of the user’s experience

Greet customers with a friendly smile. Provide them with your full attention when they enter the building

  • Respond promptly to customer feedback

Customers that have a poor experience will typically walk out and tell their family and friends of their experience. At this point the opportunity to resolve the situation is lost. Ensure to ask before they leave for their feedback – asking if they are happy with the service or if they can provide recommendations for improvement

  • Employ a mystery shopper

Mystery shoppers engage with your brand on all levels, taking notes on all experiences. Their discerning eye will be more critical than your average customer. The mystery shopper’s feedback can provide you with opportunities for improvement, and suggest processes that can be replaced with another idea or eliminated

  • Research your customer to understand their real needs

Customer feedback can be acquired at many stages of the customer’s journey – at the point of sale or by asking them to complete a customer feedback form or to take part in a simple survey.

  • Offer reward systems to loyal customers

They will value your token of gratitude and appreciate your goodwill gesture.

Delivery of exceptional, rich user experiences in customer service provides dynamic and interactive processes which create a more credible service. There is added value to the customer in a meaningful way, which will prompt them to promote your service. Similar to front-line staff, customers are powerful advocates for any business – referring new service users, based on their experience. This can save a company time and money, particularly on marketing costs.

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