Free Articles for Online Business Managers

Are you an OBM, VA or other online support professional who is looking for new clients?

Then allow me to give you a bit of “homework” – this is something that I ask of the gals in my Online Business Manager Mentorship program (if their business isn’t yet full.)

Respond to any RFP (request for proposal) that is appealing to you – with the intention of getting to have a conversation with the business owner to learn more and determine if there is a fit.

Just to clarify – an RFP is where a business owners submits their request for “help”, telling you what they need help with and giving you some insight as to their business, projects, budget and such. If you are a fit for what they need then you respond with your “proposal” letting them know how you could be a fit for their needs. There are some really great RFP services out there these days (like the one here at our OBM Association) - if you haven’t done so already be sure to join to be notified as new opportunities arise.

And yet I have to admit that i’m surprised when I see a great RFP come through our OBM Association website – and then hear from the business owner later on that they didn’t get any response. This happens alot more than you would think – what’s up with that? I KNOW there are members who are looking for new clients, and yet they aren’t responding?

I decided to dig a bit deeper and found a common theme among what was stopping people from applying:

“Tina, I’d love to apply for this but don’t have everything that they are looking for…”

If you’ve ever looked at an RFP and thought this allow me to give you a reframe. When a client submits their RFP it is essentially a “wish list” on their part – they may be listing anything and everything that they would love to have, BUT that doesn’t mean they wouldn’t settle for someone who has *most* of what they need.

I would put the 80/20 rule to work here – if you are interested in something and have 80% of what they need, then by all means apply! See the fact of the matter is that you won’t know for sure whether or not something is a fit for you until you get to have a conversation with the business owner – and you won’t get to have a conversation until you apply to the RFP. It is only in the conversation that you can really learn what they need, what is truly important to them and see if/how you can help.

As a business owner shared with me a while back (after not getting a response to her very detailed RFP):

“Tina, I don’t actually expect someone to be able to do all of this… but would love to hear where they can help me, and how they could help build the team to take care of the stuff they can’t”

Which is exactly part of the OBM role anyways right?

I also want you to keep in mind that sometimes the business owners who are submitting these RFPs don’t always know for sure what they need themselves. And so they put everything they can think of in an RFP. Again, a conversation here is vital as you can educate the business owner on how you can help, what you can (and cannot) do for them.

Remember that we are pioneers – I think sometimes we forget that not everyone knows what an OBM is (gasp!) So keep in mind that education may be necessary in this process, and could potentially lead to a really great client if you are willing to have that conversation.

Your Assignment: If you are looking for clients, proactively respond to all RFPs that could potentially be a good fit for you and your services. You won’t know for sure if it’s a fit (or not) until you have apply and have a conversation.

Say what? Sounds like a crazy thing to say, me being a proponent of “hiring your virtual team” and such… isn’t delegation a part of that?

I actually have a bit of a different perspective on this and it is based on my belief that:

Your virtual team should be taking stuff OFF your plate, not adding work to your plate.

Delegation is actually a lot of work when you think about it. In order to delegate effectively you need to be able to decide – usually on a day to day basis – what needs to be done, who is best to do it, give specifics on how it needs to be done, set deadlines, answer any of their questions, follow up to make sure it is done, etc. Phew!

I’m actually a fan of coming at this from a slightly different but hugely significant angle – releasing instead of delegating.

I recorded a video a few weeks back that talks about the two different mindsets of virtual support professionals – the business mindset vs. the employee mindset. (If you haven’t seen the video yet you can watch it here.)

In a nutshell, someone with a business mindset really gets that they are the expert, they are the specialist and are providing a valuable service to you. When you talk to someone with a business mindset they are going to say something like “here’s how I can help you” – they will TELL you what they can do for you.

Someone with an employee mindset usually has the best intention at heart and really wants to help – but they don’t yet have the understanding, experience or knowledge to approach you as an expert in their field. Instead they approach you from the perspective of “how can I help you?” – they ASK you how they can help.

If you consider this for a moment you can actually feel the difference here… if someone TELLS you how they can help that actually takes work off your plate. They are clear on what they are doing and what needs to be done – it’s like a sigh of relief!!

When someone ASKS you how they can help that actually adds work to your plate. It now becomes up to you to tell that person what to do, how to do it, when to do it, follow up to make sure it gets done, etc… this is A LOT of work for many business owners (and quite frankly something that many of us do poorly as it’s not our strength).

Most of the business owners I talk to would love to have someone with a business mindset – we are hungry to get this stuff off our plates!

Now when you have someone in place who has a business mindset your “job” is no longer about delegation… it’s now about release. You don’t have to tell them what to do – instead they are telling you! Your job then is just to learn how to let go, how to release what needs to be done so someone else can take care of it for you.

Now I know for many of us the actual job of releasing can be tough (my fellow control freaks out there, LOL). There is a learning curve for many of us in knowing how to do so – which is why we have a whole module on this in the THRIVE Hiring System. It’s not just about throwing everything at someone and leaving them be – there is a process that we teach for you to be able to get what you need from your team while still freeing yourself up from the details.

Aaaaaahhhhh… love that.

Ready to start releasing? We created the THRIVE Hiring System to help you do just that, join us won’t you?

And of course, your comments, thoughts, yeas or nays are always welcome. Post here on the blog.

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I will admit, having worked in the world of online biz for a while now I’ve become a bit bored with the idea of automated marketing – in particular the world of email based marketing. It’s almost like I’ve heard so much about it over the years and worked with it in so many different ways that I’ve almost forgotten the true value of what is behind this idea.

Enter in Infusionsoft*… which has renewed my excitement for the power & value of what automated marketing can truly be. (So much so that I’m offering a new training for Infusionsoft – early bird for this expires today, check it out.)

The appeal of automated marketing is of course the fact that it’s automated – who doesn’t want to have marketing activities working to their benefit without having to lift a finger! And yet ‘traditional’ automated marketing – especially of the email kind – seems to fall apart for a few reasons:

1. Email is no longer the best way to connect - I think this goes without saying as we all know about deliverability issues, email overwhelm and such. People simply aren’t paying attention to email as much anymore, and yet most of us still rely on email in a big way to market.What to do? Connect with people in other ways of course – good ole phone, fax, letter, voicemail to mention a few. Part of what I love about Infusionsoft is that it builds these options into an automated marketing sequence, so it doesn’t have to be just strictly about email anymore. Super cool!
2. It can feel so impersonal - people want to connect with people. And I think that the purpose of any good automated marketing strategy should lead to an actual “person to person” contact in some way, shape or form. Be it a phone call, group meeting, live meeting or something along those lines.That isn’t possible of course with every single thing we do in marketing (or is it? hmmm) but I think it’s VERY important to consider. People can see through something that is just strictly “another email trying to sell them something” vs. you wanting to truly connect and provide value to them. Imagine signing up for someone’s newsletter and actually getting a call from someone as a result, wouldn’t that knock your socks off? It would mine.
3. We tend to forget it is there – when was the last time you revisited the series of emails that people get when they sign up for your newsletter? As I’m typing this I’m embarrased to say that it’s been over a year for me, eek!Like anything, automated marketing needs some good TLC in order to truly serve as a business building tool. You need to revisit your automated marketing sequences on at least a quarterly basis to really ensure they are still relevant and valuable to people.
4. Connecting with people based on where they are at – one of my fav features of Infusionsoft is how much it allows you to segment your lists. Instead of just an “everything for everyone” approach you can actually tailor how you reach out to people based on where they are at and what they want from you.For example, you can actually reach out to people who click a link in your ezine that leads to your new program. And based on whether or not they take action on that page (i.e.: make a purchase) you can follow up with them to say either “thanks for joining” or “hey, I noticed you didn’t join… ” and continue the conversation with them from either perspective.

The reason I love Infusionsoft so much is that it has reminded me of the above, and truly renewed my passion for the power of automated marketing. We are in the process of making the switch to Infusionsoft and my head is already spinning with ideas of how we can improve our connections. A delightful thing indeed.

* In the spirit of full disclosure this is an affiliate link for Infusionsoft and I will get paid a commission if/when you decide to use the system. And on that note – if you do decide you want to move forward with Infusionsoft let me know as we have a bunch of folks taking our Infusionsoft Training who would be delighted to help.

Comments, thoughts?

For aspiring Online Business Managers… wondering if you need to be a virtual assistant first before you step into the role of Online Business Manager?

The topic of confidence has come up alot this week in my conversations and classes… in particular the idea of not feeling confident enough to take on a new role or step into a new opportunity. This is a big issue for alot of virtual support professionals, Online Business Managers included… how do we move forward when we aren’t feeling 100% confident? Click to hear my thoughts and a few tips (including why I think not feeling confident is actually a good thing!)

Drumroll please… I’d like to give congratulations to the world’s very first Certified Online Business Managers.

Let’s give a round of applause to:

Charly Alexander

Denise Milligan

Donna Frindt

Heike Miller

Janet E. Smith

These ladies tackled our admittedly tough Certification process last week and came out shining, and so it is our absolute pleasure to award them the designation of Certified Online Business Manager. Feel free to click their names to learn more about these truly talented women (and yes, they are available for hire.)

Our next Certification Week starts September 28th, getting ready for round 2!

Do you want to hire an Online Business Manager? We’ve just launched a brand new Request for Proposal (RFP) system at the International Association of Online Business Managers. Along with browsing our member profiles in the OBM Directory, you now have the option of completing an RFP form and sending your information directly to our members… who will then be able to apply directly to you if there is a fit.

Get to the front of the line and be one of the first to submit your RFP here.

What makes someone a great Online Business Manager? That’s a bit of a loaded question, and of course a big discussion all on it’s own as there are a myriad of things to consider. However one thing I know to be true is this.

A good Online Business Manager will present you with solutions and not just options.

Let me give you an example. Let’s say you are Bob, a business owner who is looking for some help with picking a new broadcasting system for your newsletter. You aren’t happy with the one you have now and want to change it.

You ask a member of your team Suzy to look into this for you. Here are two potential responses that i’ve seen in this type of situation.

Response #1:

Hi Bob

I did some research and found some broadcasting systems that look pretty good. Here is a list of what I found:

[insert big list of URLs here]

Which did you want to use?

Suzy

Response #2:

Hi Bob

I did some research and found some broadcasting systems that look pretty good. I found a number of systems and these are the ones I took a good look at:

Option 1 is great because of ABC, however they don’t have D which I wish they did. Otherwise I quite liked it, would be easy to import and start using.

Option 2 could totally work, they do have D but don’t seem to be quite as robust as Option 1. Plus they have a pretty stringent re-opt in requirement when importing a list which could mean losing subscribers.

Option 3 could work as well, they seem to have great features however i’ve heard of some deliverability issues with them so I hesitate to use them.

My suggestion would be to go with Option 1 - I know of a number of people using this system and they are quite happy with it.

Let me know your thoughts? If you agree I can get started on a plan to move the list of Option 1… or if you have further questions I can look into those as well.

Suzy

Now putting yourself in the shoes of Bob - which response would you prefer to receive? I’m guessing you picked #2, but of course.

The difference in these two responses is obvious - and the reason why this is so important is that you are making it EASY for a decision to be made. Theoretically yes, the second response could (and in a real response probably would) go much deeper… however you can see in the example the focus on providing the best solution.

Business owners already have enough on their plates - and when you send a response of options (such as in #1) that just gives them more work to do. That kind of response is asking me to go to each site and check things out on my own… which most business owners don’t have the time or inclination to do!

In response #2 everything has been laid out, so that I can take a quick peek and immediately be able to respond with “yes, lets do it” or “hmmm, what about X… can you look into that for me?” No more work on my plate, and progress is made.

I’ve said it before and i’ll say it again (like a broken record, hehe). The role of the Online Business Manager is to take things off the business owners plate, so they are free to do the things only they can do in their business (marketing, strategy, development and such.)

And this includes lightening the ‘burden’ of making decisions as well as regular ole to-dos. Present your clients with solutions so that the decision making process is quick and easy. Don’t let them get ‘buried’ in having to figure things out on their own (and run the risk of not making a decision at all.)

Comments, thoughts?

With all the bumps in the economy these days, i’m hearing some buzz among online support folks (virtual assistants, online business managers and the like) along the lines of:

“If my client’s business is struggling – doesn’t that mean they’ll have to let me go?”

Au contraire! Your services are needed more than ever because of these challenges.

Now I am no economist – heck, I barely pay attention to the news at all, never read newspapers – but my take on how these challenges affect us small/home-based business owners is this:

We need to step it up a bit, take a good look at things, let go of what isn’t working and get creative with how we serve our markets.

I’m certainly not the only person saying this of course, this is the basis of alot of the business advice out there right now - and for good reason. Those who are adapting are growing, those who are resisting are stagnant and struggling.

But I do want to make this clear – this applies to us as virtual assistants, online business managers and virtual support folks as well.

I believe quite strongly that regardless of what we are hired for – be it customer service, to build a website or to full out manage the business – our intention is the same. We need to always be focused on how we are helping to grow our client’s business.

This is always important, but it even more so important these days.

If you find yourself in fear of ‘losing your clients’ or are seeing some of your clients struggling I want to ask you:

What are you doing to help grow your client’s business?

Let’s put on our thinking caps shall we? It may not be as hard to do as you think. A few ideas:

• If you take care of customer service you actually have a pretty unique perspective on the business. You are in direct contact with potential and existing clients. What are they asking about? What are they upset/annoyed with? Share this with your client – these can be clues to potential new revenue streams. Also, what about people who have inquired but not purchased – can you put together a follow-up plan to reach out to these people with some kind of special offer? Being on the “front line” of the business is a very powerful place to be, you can truly make an impact here.
• Look to streamline, simplify and cut the fat. Where is the business leaking money? Most businesses are, and being in the role of ‘doing’ you are most likely the one to see where alot of this is happening. What tools are being used in the business – are they all necessary? Is your client paying for stuff they aren’t even using? Is there perhaps a new tool/software on the market that might be better? What about processes – what are you (and other team members) doing that could perhaps be done better? Saving time that can be put towards other business-building activities. Come up with a plan to ‘plug the leaks’ and share with your client.
• What can you take off your client’s plate? Freeing them up to focus on new business building opportunities… We talk about this alot in the Online Business Manager Training – one of the best things we can do for our clients is take stuff off of their already full plates. Give your client a tap on the shoulder and say “hey, I noticed you are really busy… why don’t you let me take x, y, z off your hands? I’d love to help”. This is music to your client’s ears, let me assure you! Chances are they didn’t realize you could help with x, y, z or in many cases they are so on autopilot it never occurred to them to let it go. I can hear the sigh of relief from your clients already….

 What else can you do to help grow your client’s businesses? Post your comments below…

And for the business owners reading this – don’t be shy in sending this to your team and/or having a discussion about it. Chances are they would love to step it up and see how they can help… they just might need a little nudge from you.

As any good Online Business Manager will tell you – juggling is an essential part of the job! With so much going on every day you need to be able to keep all those ‘balls in the air’ so to speak.

Whether you are juggling balls or projects, here are a few tips to help you out:

Decide what you are going to juggle.

Balls? Beanbags? Apples? Recommend that you start with something simple, don’t attempt to juggle chainsaws on your first try! (Saw a guy do that on America’s Got Talent the other night, yowza… had to cover my eyes.)

What you decide to juggle will make a big difference in your success (and enjoyment!) Don’t attempt to juggle all the pieces of a huge project in your business if you are already overwhelmed, stressed or new to the task at hand.

Start with 3 items and build up from there.

Any juggler will tell you to start with 3 items, and slowly build up to 4 or 5 when you are ready.

One of my favorite productivity strategies is to pick 3 things each day that you want to get done. Pick those that are closest to the money – the ones that you *really* want to finish and will bring you (or your clients) closer to increased revenue. Work on those first, and then dive into any other projects (time permitting). This is a great way to ensure you are making progress in your business and not getting caught up or distracted by your giant pile of to-dos… and not actually accomplishing anything by the end of the day.

Get rid of distractions.

It’s really hard to juggle when you are constantly being interrupted by email, phone, kids, barking dogs, etc. Find yourself a quiet place where you can relax and focus. Close the office door. Shut down your email (and Twitter account!) Maybe play some nice music in the background.  

Get help if need be.

If you are buried in ‘to-dos’, perhaps it is time to pass a few of those balls along? Again, it’s really hard to juggle more than a few things at a time… if you have lots of balls to juggle give yourself a break and explore hiring someone to take a few off your plate.

When you are frustrated step back and take a breath…

If you are feeling frustrated and stressed out you will start to drop the balls! The best juggling occurs when you are calm, focused and ‘in the zone.’  Stop for a moment, take a short break and come back to it when you are feeling re-energized.

Juggling is meant to be fun.

There is a reason that clowns like to juggle – it’s fun! This may sound wierd, but I actually get alot of enjoyment out of the online business ‘juggling’ that I do – it’s the OBM geek in me, hehe. When i’m in the zone, juggling away and getting lots of stuff done I love it! The hallmark of a great OBM is how much they enjoy juggling…

And for you business owners in the crowd – if you don’t like juggling or it’s getting to be a bit much for you, perhaps it is time to hire an Online Business Manager? Check out the OBM Directory for a list of top notch folks.

Be it the economy, cash-flow issues or even just ‘taking a look at expenses in the biz’ i’ve had a few support professionals share lately that “my client asked me to cut back my hours as they can’t afford me right now”.

When faced with lowering revenues or rising expenses it can be easy to think “oh, we have to cut back!” However I like to look at it another way - what can we, as a business, do to increase revenues quickly?

This is the topic of one of my favorite chapters from our book Money, Meaning and Beyond (co-written by moi and my biz partner Andrea Lee).

What is your fastest path to money?

This is an important question in any business - so much so that i’m including the whole chapter here for your reading pleasure. It’s a short little PDF, quick read I promise.

This question is just as important for the Online Business Manager to consider on behalf of their clients. Where is your client’s business struggling? Where is their business thriving? What can you do to perhaps shift a bit of focus/energy to the areas that are flowing right now (and maybe let go of some projects/etc that are really stuck).

As an OBM we do our client’s a disservice if we don’t consider their business from this angle as well. Our client’s look to us to be able to ‘think on behalf of their business’, and this is a prime example of that. It could be that they aren’t seeing the struggle in the same way that you are (and likewise may not be seeing the opportunities that naturally arise). Being involved in the day-to-day activities of the business gives us (as OBMs) a different perspective that the business owner may be seeing, so don’t be shy in sharing your insights!

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