Are YOU Outsourcing these five tasks?

Outsourcing Virtual Assistant VA Admin Support

Following on from my post about the intangible value that outsourcing to a VA can bring to your business I thought it would be helpful to discuss some of the specific value-added tasks a VA can complete for you.  If you missed the first blog, you can read it here.

A VA is the “Can you just…” person for your business.  We deal with the things that don’t need your expertise.  The routine admin tasks that take time.  The day to day support tasks.  The last minute research and so much more.

Most of us have a large amount of very varied experience in a range of areas and you’d be surprised what we can help you with. It is our transferable skills that make us effective.   The detail of the task can be different for each client but the benefits are the same; a better return on investment for your precious and limited time.

The work I do is very varied but there are five key tasks that I carry out for almost all my clients.  Unsurprisingly, these are tasks that are time consuming but do not directly contribute to income generation.

Diary and Meeting Management

Ensuring you are where you should be, in plenty of time. Managing the often time-consuming back and forth involved in setting up meetings between very busy people.  Ensuring best use of time by laying out diaries in a way that ensures enough time allocated for client work.  Booking meetings into the diary in a way that makes best use of your limited time.

In-Box Management

Managing your Emails and flagging up the important items.  Dealing with the routine rubbish. Highlighting interesting opportunities that might align with your brand.  Politely responding to approaches that you aren’t ready to consider yet but might want to look at in the future.  Corralling newsletters into a separate area to read later and keeping things tidy so emails can be found when needed.

Social Media

Social media and marketing is a necessity for a small business and outsourcing it is easy.   I provide support with the more time consuming elements of this.  Writing content.  Sourcing articles to share, creating graphics and making videos from blog posts so content can be reused effectively.  Scheduling posts based on an agreed content schedule.  Researching for blog posts.  Help and support with marketing tasks and ideas.

Data Input

This is a popular service.  I can type up most documents you might need but data input is much more than that.  I can input into popular CRM systems, Excel, and any bespoke software that you are using for any purpose.   If you need information added to a system, I can do that for you.  Quickly, accurately and effectively. Data input can be time consuming, particularly if you aren’t a touch typist so outsourcing this can save you a lot of time.

My most popular ad hoc service is input of business cards into CRM systems or Excel.  I often perform this one for new clients so they can get a feel for how accurate and responsive I am.  It’s a good one to choose if you’ve never worked with someone virtually before as it gives a good feel for how the process works and how responsive the service can be.

General Admin Tasks

Returning calls and emails, correspondence, stuffing envelopes, chasing up missing information, mailing out documents, tidying offices, filing and generally getting stuff under control when it’s gotten out of control.    Just to show you how bespoke outsourcing can get, one client has me handle all the vouchers that go through their business.  Another uses me only for proof checking.

Although my specialism is HR support, I work with a number of businesses who need a variety of general tasks carried out.   If you are ready to make more money and have more time to spend with your family, you can get in touch with me here for a chat.

Holiday Planning for Small Business Owners

Holiday planning for small business owners

For the small business owner, the summer holidays can bring challenges.  It also brings with it an interesting dilemma:  do you or don’t you book a holiday. 

The sun is out and your thoughts turn to holiday planning.  You want to take the family away for a break.  You need to relax and unwind.  You are tired.  You’ve read all those articles about burnout and stress and the importance of a good work-life balance.   So, spurred on by your family, who are eager to see you for more than five minutes a day, you book the holiday.  Then the worrying starts.

How will you manage to find time to actually take the holiday.  And enjoy it without worrying when you do get there.  There is just so much still to do.

Planning ahead is the key to a relaxed and relaxing holiday.

holiday small business planning

I’ve booked my holiday

As soon as you have booked your holiday, work back from the date of your holiday and create a list of your commitments, tasks and deadlines.

Move meetings and renegotiate deadlines that fall within, or two days either side of your holiday.

Plan to meet project milestones early so that they are completed before you go on holiday and are not in the back of your mind, niggling at you, whilst you are on holiday. Or agree to move the milestones so they fall after you return from holiday if that is possible.

Let clients know about your holiday dates in plenty of time.  That way they will know when you will be unavailable.  You can discuss alternative deadlines for tasks and agree on a plan that will work for you both.

Schedule your marketing ahead of the holiday.  Write some extra blog posts or social media posts as you think of them during the year and keep them in reserve.  Bring them out and dust them off, tidy them up a little perhaps, and then schedule them to go out whilst you are sunning yourself on the beach.  This will keep your business front of mind with your clients.

Book your pet’s holidays too.  Book the pet sitter or kennels.  Arrange for a family member or neighbour to pop in to feed and check on caged animals if you aren’t sending them away on holiday to a pet care centre.

With one month to go before your Holiday

Write a list of things that still need to be done before the holiday.  Just list the things you have to complete, deadlines that must be met and the tasks that you have left to do that will impact on your paid work.  Leave the “nice to have” stuff for after your holiday.  For more information about harnessing the power of lists to plan your activities, go here.

If you haven’t already done it, schedule your marketing items so you aren’t trying to do that at the last minute.

Keep your diary clear for two days before and two days after your holiday.  This will feel strange but if a super urgent task comes in at the last minute it gives you wiggle room to deal with it without stress.   It also gives you time to pack and get organised for the holiday itself.

The two days after the holiday allows you to come back to work, deal with things that have come in during the holiday, clear down your inbox and get back into the swing of work in a measured manner.  Knowing you will have space to do that on your

return will mean you don’t spend the last three days of your holiday panicking about what you are going back to.

Plan the domestic things into the diary so they don’t end up being a mad rush the day before the holiday.  Fridge emptying. Suitcase packing.  Foreign currency purchase.  Find your passport.  Arrange a time to take the pets to the kennels.  Buy a new bikini and some sunscreen.  Get your prescriptions filled.

Just Before the Holiday.

Ask your VA to keep an eye on your inbox and social media, reply to any routine enquiries, and send a daily update of any items that need your urgent attention.

Finish your last minute tasks.  Use your two spare days if you need to but ideally try to keep that last spare day for actual holiday preparation.

Delegate the tasks you want your VA or your team to do in your absence.

If you have a team, check everyone knows what they are responsible for.  Do they all have the information they need to complete the tasks you have delegated to them?  Are they clear about deadlines that must be met, calls that are expected, and work which remains outstanding?

Set the out of office reply to your Email telling people you are away.  Explain who will answer emails in your absence, or, detail your return date.

Set an out of office message on your phone.

On Holiday

Yay.  You’ve done it.  You’ve got away.  Hopefully, you are feeling relaxed and calm as you step into the car to drive to Norfolk for that narrowboat trip.  Or you are feeling free as a bird as you fly off to sunny Spain.

One final suggestion.  A digital detox is always a good idea during a break.  Don’t check your email and social media constantly.  Plan to check once a day.  If you’ve left staff running your business, or your VA is keeping tabs on things, agree a time when they will email you an update so you don’t feel compelled to check every five minutes to see if it has arrived yet.

If it makes you feel more secure, agree on a method which a trusted staff member or your VA can use to contact you in an emergency.  I use WhatsApp with my clients if they are abroad and text them when they are in the UK.

Enjoy your holiday, secure in the knowledge that you have planned things so that the business will survive for a week without you.  Have fun.  Make memories.  Sleep a lot.  Eat and drink well.  Relax.  Don’t think about work.  It will be there waiting patiently for you on your return.  None the worse for your absence.  And when you do return you will feel relaxed.  Refreshed.  Productive.  Enthusiastic.

So, what are you waiting for?  Book that holiday.  You won’t regret it.

If you’d like to learn more about how a VA can support you before, during and after your holiday, please get in touch here.

2017 Review of the Year

Review, 2017, blogging, video, Virtual Assistant, Harrogate

Feels Like The First Time

2017 was the year that JJB Office Services turned one year old and there have been a lot of firsts this year.
First recorded video in June, and more recent, and considerably more nerve-wracking…. My first ever Facebook Live.
I also did my first presentation to a professional audience. I’m not a confident public speaker but I was reasonably happy with my performance and the content was well received. So much so that I’ll be creating a series of blog posts on the subject in the new year at the suggestion of a couple of the audience members.

Although I’ve been blogging about my leisure interests for a number of years I started blogging for business for the first time in 2017 which somehow felt very different.

The top five performing blog posts for 2017 were:

Organisation is at the Heart of Productivity

Is your Email GDPR Compliant?

Running an Effective Meeting

5 Tips for Great Content

Read more in Less Time

By far and away the most popular video was the first one I ever recorded, on GDPR and Email Marketing, which you can watch here:

Computer Love

My tech necessities for 2017 were my transcription software and MS Office. It is tempting to take the Office Suite of products for granted and just talk about shiny new tech. However, without MS Office my job would be literally impossible.

The tech that I’ve really been able to have fun with was Canva (https://www.canva.com) for graphics and photo collages, and Lumen5 for cool videos (https://www.lumen5.com). If you haven’t checked out the Lumen5 videos on my YouTube channel and website then do have a look at them. It’s a great tool to use and the results look so professional.

Goin’ By The Book

Being an avid reader, it is perhaps no surprise that my first year in business included reading a number of business books. My top three from this year were:

  • Business Networking for Dummies by Stefan Thomas.
  • The Success Principles by Jack Canfield.
  • Be A Free Range Human by Marianne Cantwell.

With a Little Help From My Friends

This year I learned a huge amount, some from training courses, but by far the largest amount from the small business community, both locally and further afield, who have been hugely generous with their advice and support. Thank you to every one of you. You all know who you are.

Everything I do…. I do it for you.

No review of the year would be complete without mentioning my lovely, lovely clients. All wonderful to work with and I have been privileged to help and support them in their business journey. I have loved every moment of working for each and every one of them and am looking forward to helping them achieve even more in 2018. I must admit I feel incredibly lucky to be doing what I love, working for myself, and being able to really see the difference I’m making.

Santa Claus’ VA Team – Part Two

With the festive season almost upon us, everyone is rushing around to finish the last minute gift shopping and get all the presents wrapped and hidden from those family members who like to prod gifts to try and guess the contents.  Of course, there is also the last food shop to plan as well, making sure you have everything you need for entertaining over the festive period.  Hopefully, this will provide a spot of light relief from all the rushing about.  So sit down, kick off your winter boots, and settle down to Part Two of the Tale of Santa Claus’ VA.

If you thought you were busy trying to get all your work up to date so you can take a few days off over Christmas, just spare a thought for poor old Santa Claus.  He has only 12 hours to complete the tasks for which he is famous, and has to do so come rain, hurricane or snow.  He has to keep his clothes and beard tidy and clean even whilst flying faster than the speed of sound in an open sleigh through all kinds of weather, towed by Reindeer that don’t much like rain and aren’t afraid to mention this a few hundred times during the journey.  He certainly earns his mince pie and whisky that’s for sure.

I reckon that the only way Santa can be ready for his one triumphant and hideously busy night is to have the support of a flexible team of Rock Star VA’s and Freelance Office administrators working to support him throughout the year.  So this post looks at a few more of the tasks that Santa Claus might need completing by a VA or Freelance Administration specialist.

Correspondence VA’s answers all the letters from children, taking careful note of the spreadsheet of naughty children to ensure they don’t promise gifts to those children who don’t deserve them.  The correspondence VA’s have a KPI of one week in which to reply to the letters and use template letters which they amend to show the correct gifts or to state what specific acts of disobedience have led to the child being undeserving of a gift.

Estate Management VA manages the repair and maintenance of all the workshops, offices and of course the sleighs, to ensure they are all well maintained, safe and effective.

Social Media VA manages Santa Claus and the Elves presence on various platforms and ensures that all posts are positive, brand appropriate, and effective, paying close attention to analytics and ensuring fresh content is posted regularly to maximise engagement.

Organisational VA plans sleigh routes, checks the SatNav on the sleigh, plans the most effective layout for the warehouse to minimise walking, creates filing systems for the letters and assists in the day to day management of the workshops and offices to ensure that all processes run smoothly and in a time-efficient manner.

Events management VA’s organise public appearances by Santa Claus at the North Pole as well as managing the staff Christmas party, the latter taking place in January after the big event has happened.  The office party is a particularly raucous affair as everyone lets off steam after a hugely busy December.  This inevitably leads to HR VA being exceptionally busy throughout January sorting out the usual fall out from office parties ranging from who snogged who, who took a photo of it and put it on Facebook, whose bottom was it on the photocopier, and who threw up in the yucca plant.

Sales and Marketing VA keeps the CRM up to date following Santa’s undercover visits to trade shows across the world. Santa visits selected shows alongside the Research VA as he finds this is the best way to deflect attention from himself.  The beard seems to be a bit of a giveaway and he gets mobbed if he visits alone.

HR VA provides minute taking for Disciplinary meetings because elves can get a bit giddy and inappropriate at times and this has led to a number of complaints ranging from bullying (the elves like to play “Pin the Tail on the Reindeer” on the live reindeer whilst they sleep).  Failure to follow safety rules, including the now famous ChairGate when a chair race around the warehouse had terrible consequences.  Elves have a wicked sense of humour and there have been a number of cases of shoelaces being tied together, whoopee cushions being placed under staff and tools being superglued to the workbenches.

Health and Safety VA  ensures that all the Elves have taken part in the mandatory training for Manual Handling, Working at Height and that the specialist elves have the relevant certification in Workshop Safety.

General Admin VA creates effective filing systems and manages Santa’s diary throughout the year to ensure that he always has a good work-life balance and can return home to Mrs Claus on time every night except, of course, THE night.

Reindeer Diary Management VA arranges the schedule for the reindeer, ensuring they have the right transport, documentation and equipment for their various pre-christmas public appearances around the world.

Research VA attends a variety of trade fairs throughout the world, including the Toy and Gift Fairs in Harrogate, to identify the ideal toys for children throughout the world.  She provides detailed information to Santa Claus presented in folders by type of toy, age of likely recipient, safety record, cost, choice of colour/outfit etc.  Santa Claus will then notify procurement VA to pre-order the items he has chosen.

Training Management VA tracks all the training and development needs of the office staff, elves, reindeer and of course Santa Claus himself.  It is she who updates the master training plan and ensures that everyone completes their mandatory safety training at the correct time.  She also tracks staff CPD courses, carries out annual Training Needs Analyses for all staff and updates Santa Claus on a monthly basis.

Technology VA tracks the latest technology throughout the year, attending all the major technology shows to find out what tech is likely to be requested by children. She reviews everything electronic and computerised, tracking the popularity of computers, laptops, mobile telephones, games consoles and AI devices to ensure the right gadgets can be purchased, in the right quantities, at the right price. This is a particularly difficult job as technology moves so rapidly, the manufacturers cannot always prioritise Santa’s order, or manufacture sufficient numbers to meet Santa’s order,  and unfortunately, this is the reason why some children may not get the latest iPhone for Christmas.

Most of these are tasks that a VA or Freelance Administrator could do for a less exalted personage than Santa Claus, although there may not be much need for a Reindeer Management VA outside the North Pole.  However, if you have an admin task that is taking up time that could be better spent with clients, creating revenue, or being with family and friends, then do get in touch here.

You can see the range of services that I offer here, and if you are thinking of streamlining your admin or outsourcing some of the more time-consuming elements, then go here, to see the ways in which I can help you to create more time and revenue for your business in 2018.

Santa Claus’ VA Team – Part One

VA, Santa Claus' VA, VA work at Christmas, Virtual Assistant, Christmas tasks for VA

With the festive season coming up, I thought this would give a bit of light relief from all the rushing about organising presents, food, office parties, visits to relatives, Christmas tree purchase (and the inevitable argument over where each bauble ought to be placed and how much tinsel is too much tinsel on one four foot tree).

It is a busy time of year for everyone, particularly small businesses and HR consultants (all those fallings out over Christmas party misbehaviour and who ate the last mince pie in the communal fridge).  However, if you thought you were busy trying to get it all done whilst also handling your marketing, accounts, invoicing, admin and day to day work, spare a thought for Santa Claus.  He has to get the main bulk of his annual work done in the dark, in a twelve-hour time slot, whilst keeping his lovely red coat and white beard immaculately clean despite entering homes via the chimney.  He certainly earns his mince pie and whisky that’s for sure.

I reckon that the only way Santa can get all this done is to have a flexible team of Rock Star VA’s and Freelance Office administrators to help him throughout the year.  So this post looks at the kinds of tasks that Santa Claus might need completing by a VA or Freelance Administration specialist.

General Admin VA helps Santa’s Behavioural Review Elves to create and update a spreadsheet which can filter out naughty children, giving reasons why they may not receive any gifts.

Information Management VA keeps the spreadsheet of gifts requested by children fully up to date.  There are always a significant minority of children who change their mind about what they just before Christmas. It is the Information Management VA’s role to inform Procurement, Warehouse, Workshop and Warehouse, on a two-hourly basis, throughout December, of any changes to requirements.  Luckily, if Santa already bought the gift for the child, there is usually another child who does want the gift.   This is a huge task and there is more than one VA dedicated to this task during November and December when the television toy adverts start.

Project management VA’s plan and manage all the deadlines and sub-projects necessary to ensure a smooth-running process on the night.  Using Gantt charts to track every part of the process, they ensure that the time leading up to the big night is well used and that all project milestones are met on time throughout the year.

Warehouse VA’s manage the stock control for gifts and ensure that there is sufficient warehouse space, the shelves are properly labelled, and safe handling rules are published and observed.

Health and Safety VA ensures that PPE and uniforms are provided for all Elves, VA’s and of course for Santa Claus.  Safety boots are specially ordered for elves using the exact Pantone shade of green and even the steel toe caps are green.  Santa Claus has patent leather safety boots and needs two pairs a year.  These are specially made for him and have a lovely sheepskin lining.

Reindeer Management VA ensures that the reindeer are well cared for throughout the year and have the right mix of moss, reindeer food, and water to keep them healthy. She also ensures they follow their allotted fitness regime to ensure they are in peak condition with sufficient stamina to make the long journey on the night.  The reindeer carry out regular practice runs with the weighted sleigh and these are timed to ensure they will be able to meet the strict timings needed to get everything delivered on time.

Procurement and Stock Control VA work together to manage the regular incoming orders for the standard gifts that all children like to receive such as chocolate, sweeties, books and DVDs, and bicycles.  These are ordered in bulk ahead of time, based on previous year’s figures averaged but delivered on a monthly basis throughout the year to allow manufacturers to average out the demand on their machinery throughout the year.  A final order is placed in late November based on the actual quantities requested.  Some items are on a sale or return basis.  Being based at the North Pole, all edible gifts are kept so cold that they can be safely stored for a year without detriment.

Santa’s personal PR VA handles his personal appearances throughout the world, ensuring that his travel schedule is managed effectively to make the best use of his time during the run-up to Christmas.

A team of Mail VA’s handle the letters from children and update the spreadsheet of gifts requested to ensure that there is a clear overview of items required.  The spreadsheet is available to the finance and stock control VA’s via a shared DropBox folder so that they can collaborate to ensure that sufficient gifts of each type are going to be available on the night.

Procurement VA’s handle the purchase of gifts on behalf of Santa Claus to ensure that the best value for money is obtained when purchasing in bulk.  They work closely with the Research VA’s and Finance VA’s to provide a fully rounded service.

Research VA identifies toy trends across the year and forecasts likely quantities of each toy so that procurement VA can pre-order items to avoid disappointment.

Reporting VA manages the incoming information and produces weekly management reports for Santa Claus regarding types and quantities of gifts required as well as liaising with Stock Control VA to ensure that demand is not going to outstrip supply.  These two teams of VA’s work closely together to ensure that Santa always has the most up to date management information possible to allow him to make effective purchasing decisions.

Finance VA team manage the payment of bills as well as credit control and budget management, regularly reporting to Santa Claus who reviews the costs to ensure they are within target.

Most of these things are tasks that a VA or Freelance Administrator could do for a less exalted personage than Santa Claus.  I am not sure there is much call for a Reindeer Management VA outside the North Pole.  However, if you have an admin task that is taking up time, time that could be more productively spent with clients, creating revenue, or being with family and friends, then do get in touch here.

Six Key Considerations when hiring an Assistant

Six Key Considerations when hiring an Assistant

help assistance virtual assistance assistant lap top transcription writing

So, you are thinking about hiring an assistant.  At least, I am guessing that is why you landed here on my blog.  But you find yourself a bit torn.  A bit unsure.  You know you need some help.  You know you have been spending way too long on your admin.  There have been those comments from family about never seeing you.  And you are always tired.  The admin is starting to feel like a total chore, and it’s getting in the way of your “real” work.  And yet.  You still aren’t sure.  It’s a surprisingly emotive thing, hiring an assistant, isn’t it?

Some common concerns are listed below, together with some ideas that may help you to decide if the time has come to invite an assistant into your business, and if so, how best to do that so that your business gains great value from your investment in an assistant.

1.  Letting Go

Do you feel you should do it all yourself? Or feel you are the only person that can do it right? Yet you still have that sneaky feeling that you do need some help?  If so, you are not alone.  To see if you are ready to take on an assistant, try looking at the areas where you do not feel you have the high-level expertise or the inclination for the task and consider whether you could outsource these areas first.  It is often easier to let go of tasks you dislike or find difficult.

For example, If you aren’t particularly organised, then managing your business documentation may well be a time-consuming chore that in the hands of an expert could take half the time.

2.  How do I know I can Trust my new Assistant?

Are you concerned about letting someone into the business?  Being able to let go of tasks does require trust, but you can build that trust with your assistant by being very clear about what you require of them.  I won’t lie to you.  Trust will take time to develop, but if you are clear about what you need to be done then your assistant will be able to provide the right result in the timescale requested.  I offer a test task to any clients who request it and always suggest something routine which won’t impact on the business itself but will save you some time.  Tasks such as data input of business cards to Excel, transcription, minute-taking or copy-typing are all popular starter or test tasks which can help you assess whether your potential assistant will be discreet, accurate, meet deadlines, and communicate with you effectively.

3.  What tasks can I Outsource?

Well, pretty much anything that needs doing which is not illegal or immoral.   One of the greatest advantages to using a freelance staff is the ability to access a wide range of specialist expertise on a per hour or per project basis.  There are assistants for most tasks, from general VA’s who tackle varied tasks, through to specialist VA’s who tackle areas as diverse as Pinterest, Medical Transcription, HR, Social Media, Marketing, Events and Website Builds.  Whatever you need, there is a VA for it.

4.  Surely a Freelance will be awfully expensive?

If your assistant charges out at less per hour than you do, then you will make money by handing over work to them.  Virtual Assistants vary in cost depending on experience and expertise but remember that your time is money, and every hour you spend on admin is an hour when you aren’t working with your clients.  And of course, there are none of the overheads such as tax, National Insurance, Pension, Holiday pay and so forth to stump up for.  When your VA tells you their hourly rate, that is all included.  There is very little admin involved in working with a VA as well.  Just an invoice at the agreed time, so no messy payroll issues to manage.

5.  How do I know if my assistant will be reliable?

A good Virtual Assistant will be reliable because their business depends on it. We are business owners too, and we understand the critical importance of reliability.  Nevertheless, it is prudent to ask around amongst your business contacts to find out which Virtual Assistants have proven reliable for them.  In addition, most Virtual Assistants will include a testimonial section on their website which will give you an idea not only of their reliability but also of the type of work they have done in the past and their skill set.

6.  How do I find an assistant I will be comfortable working with?  

I won’t lie to you.  It takes time for an assistant to fully integrate into your business and for the relationship to develop to the point where support is completely seamless.  If you have never had an assistant before, it may take you some time to adjust too.  But with clear communication between you, a good assistant will soon understand your way of working and provide the support you need.  Naturally, you will meet with the potential VA’s you are considering, either in person or via Skype/Facetime and during those discussions will gain a fuller understanding of their personality and whether you feel it will complement yours and they will be someone you would be comfortable working with.

Every assistant/business owner relationship is different and both you and your assistant will, if you work at it, create a way that works for you both which supports your business in the way you need.  A good assistant will adjust to how you want to work because we want to make things as easy as possible for you. After all, that’s why we do what we do.

If you feel you may be ready for an assistant, then please get in touch.  You can contact me via any of the methods listed here.

Holidays and Small Business CAN mix

Whilst the long school holidays and warm weather are wonderful, they can create some challenges for small business owners. Staff will want to take holiday.  You want to take holiday.  But the work doesn’t take holidays.  Juggling the needs of family and business can be more difficult than usual, but there are ways to make it work.

“I can’t take a holiday. It just isn’t possible,” cried the small business owner.

Wrong answer. You can’t come up with new ideas, innovative marketing or fresh goals to drive your business forward if you are exhausted. Small business owners tend to work considerably longer hours than the average employee and have a huge level of responsibility. Working extremely long hours over a sustained period can result in reduced productivity, ill health, strained family relationships and burnout. Taking a holiday is an investment in both you and your business. You will return from even a short break, reinvigorated, rested, and ready to hit the ground running.

To keep your business running smoothly whilst you are away, consider the following:

Let clients know ahead of time so that their expectations are managed.

Get your work as up to date as possible before you go. Hand anything that must be completed during your absence to a trusted staff member, or your Virtual Assistant. Or, if you are the only person who can complete the task, renegotiate the deadline with the client.

If you have staff, ensure they are clear on what work needs to be completed in your absence and what the deadlines are.

Have a digital holiday. Don’t check your phone and email constantly. Plan to check once a day at a set time. The evening is often a good time. If you have left staff running the business, let them know when you will be checking in, but tell them to contact you only in an emergency.

Plan Ahead and Work Around

If you can, plan ahead and get as much work done as possible ahead of the holiday period. This allows you to relax during your time off, knowing work is under control. It is a good idea to leave some gaps in the work diary to slot new work and incoming tasks into so you accommodate work without feeling overwhelmed.

Scheduling your social media in advance is a great time saver, ensuring you have an online presence even when you are on holiday.  If you blog or Vlog, perhaps create a couple of extra posts prior to the summer period.   If you don’t have time to create new content over the holiday period, you can use one you have in reserve.  Other options include asking someone to guest blog during the holiday season and asking your Virtual Assistant to research and write posts for you.

Plan your diary well ahead and block out time for both business and family.  Having a plan allows you to feel confident that you will be able to juggle it all successfully.  Putting family time in the diary as though it was a business event makes sure it happens.

Book meetings and appointments well in advance.  Others will be trying to juggle priorities too and may have limited diary slots available as a result.

Having a plan and knowing when things are going to happen can reduce stress and overwhelm.

You could consider a more flexible working pattern on the days you plan to both work and spend time with family.  Everyone is different but one option is working early and late, leaving the middle of the day to spend with family.

If you have staff, you could increase the amount of work you delegate during the summer.  Allowing team members to widen their knowledge of the business will make future delegation easier.

Outsource

If your staff are taking holiday you may need to hire in holiday cover to ensure work continues in their absence.  Local recruitment companies can provide staffing or you can use a freelance with expertise in the area you need to cover.

If you can’t get everything done in your small business using the Plan Ahead, Work Around Method, another option to consider is outsourcing some of the routine admin work to a freelance administrator so that you can spend more of your time on revenue building activities.  Whether you need someone to schedule your social media, update your CRM, or keep on top of the emails, a freelance administrator can take the strain over the summer and is particularly appropriate if you do not have premises as they can work on your tasks from their own home.

If you would like to discuss outsourcing admin tasks so you can spend more time with family this summer, or you are a local business needing on-site admin support, then please get in touch.