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Part 1 – I have put out my last fire

by Tiffany Johnson on December 1, 2011

As online business managers or virtual support professionals we have learned and mastered the art of professional fire puter-outer… well can I just say:

I have put out my last fire!

I know, I know… you are thinking… not possible.  It is not possible to be in this fast paced, ever changing, chaotic clients industry and NOT have to put out any more fires.  And to you I say <with a BIG GRIN> “Maybe Your Right… but I am on a mission to prove you wrong!”

So let’s break it down, where do fires come from anyway?  Well it’s my experience they come from being overcommitted, disorganized and unbalanced.

Let’s take these bite size, shall we?

Over-committed

Being overcommitted falls into 3 categories.

  • The YES Factor - Let’s be honest,  we all have an amount of money that is necessary to sustain our commitment to our home / life budget.  Money is always a deciding factor in business.. unfortunately it can create what I like to call the ‘YES’ Disorder… anything and everything asked of you will get a big YES.

When you are saying YES to things that a) you don’t love   b) you don’t know how to do    c) you don’t have time for… guess what happens, you become over committed.  Now why do I include (a) and (b) into a ‘time’ related issue?  Because it will take you twice as long to do a project you don’t love or don’t know how to do. Which will essentially lend itself to creating a time issue and making you ‘overcommitted’.

And for the sake of transparency when I am coaching a brand new virtual support professional.. this is what I tell them to do.. say YES to everything and figure out the rest AFTER you have the client. Truly there is a time and space when you are in start-up that this approach lends well to both your learning curve and your building clientele. Unfortunately, many of us are very SLOW to release the habit.  Therefore, we continue to say YES to stuff we know longer need to say yes to.

And therefor finding ourselves: OVER-COMMITTED… I call overcommitted a fire simply because you spend 90% of your time running around doing just enough on each project to stay ahead of the client or deadline… never actually completing the project or task… basically you have small smoldering coals in every direction.  Anyone of them at any time can (and often does) become a large unmanageable fire burning out of control. You know this… but what can you do. You have already SAID YES!

So if you find yourself in this situation you have 3 options:

  1. Create a Project Plan… list out all you have committed too and let your clients know where their project falls on the plan… even if it means moving a deadline.
  2. Hire some help… get someone on your team quick to assist with putting out the fires… completely out!
  3. Contact the client and let them know you will not be able to fulfill your obligation and refund moneys they have paid (I do not recommend this.. but it is an option..)
  • Over Scheduling When Away From Your Business – the ‘outside’ of work stuff… I have to tell you, more than once I have had virtual support professionals tell me their entire day (kids to sports, doctor appointments, lunch with friends, school, and even their gym routine) for why they did not meet a deadline.

I will be the first to say… you need to have a life!  LOL what would be the point of owning your own business if you couldn’t LIVE with the freedoms you desire… but..

When you find yourself telling your clients that you spent 30 min in the line at the bank and an extra hour helping at your daughters dance class… just know you are OVER-COMMITTED. When you’re outside of work schedule becomes your excuse to why projects are not completed, this is your cue.

Honestly how you prioritize your home / work balance is up to you… but keep yourself to a realistic and doable schedule. If not, you will be overcommitting yourself and just because it’s not to clients doesn’t mean it will not be revealed in your work. It will.

  • Perfectionism -Personal expectation would be the third and possibly the most FIRE burning of all the OVER-COMMITING issues.  You see we all have a measure of quality we desire to give our clients. I have known people who will spend 8 hours on a 2 hour project (you know who you are). So it’s not so much that you don’t have the time, or that your schedule is too busy… it’s simply that you are looking for perfection in every detail of everything you do.

Why did I add this under overcommitted… because when you are searching for perfection you will often have numerous mini projects going on. So when you get stumped on one you pop over to the other… then another… then another and before you know it ALL of them become forest fires generally at the same time.

This is not a time issue it’s a completion issue.  Deal with it.  Schedule a reasonable amount of time for each project then COMPLETE it before starting the next.  This is a must for our perfectionist out there.

As much as I greatly appreciate your intent… you will never be able to live ‘fire’ free if you don’t learn to manage your own expectation as it relates to perfecting every project.

OVERCOME OVER-COMMITTED 

Here’s why I will never put out another fire because of being over-committed.

  1. I am not saying YES unless it fits my desired outcome for my business… no more saying YES simply because I don’t know how to say NO.. and for me personally, I started this about 6 months ago and am now living in the freedom of doing what I love to do ;-)
  2. I have a schedule / calendar that I keep EVERYTHING in, work, home, kids, church, community projects, vacations… everything makes up me.. everything needs to be visible to me in one place.  I only commit to things outside my business that I know I can give 100% too… therefore I am always free to give 100% to my business projects
  3. To be honest, I am not exactly a perfectionist.  But I live with one and I have coached many, so I know this is a fire starter and wanted to mention it here…

I believe this is enough to work on for now… stay tuned next month for why I will never put out another fire by organizing disorganization and bringing balance to your life once and for all!

 

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What’s on your Yes List?

by Tina Forsyth on October 14, 2011

Are you clear on what you should be spending your time on in your business?

And more importantly, what you *shouldn’t* be doing anymore?

At our Mentorship Retreat back in May, I had everyone do a really simple exercise – create a Yes List.

To do so is simple:

  • Grab a big sheet of paper – preferably something you can hang on the wall in your office – and a Sharpie.
  • Write down all the things that only you can do in your business (and that you enjoy!). This could include things like: marketing activites, following up with a potential client, writing an ezine article, planning out a project, calling someone as a JV, spending some time brainstorming new ideas, etc.
    [Keep in mind that you want to focus on those things that are the fastest path to money]
  • Do only those things!

Once you have your Yes List then throughout the day you simply ask yourself:

“Is this something on my Yes List?”

If yes, do it… and if not, you need to pass it on to someone else.

The gals who did this exercise back in May have reported that it literally changed their business. In a span of a few short months, they went from “doing everything and on the edge of burnout” to “doing the stuff that matters, that they love and pays well.”

Imagine your life if you only did the stuff on your Yes List?

I’d love to hear what’s on your list, please share, k?

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I remember last year when I was coaching with David Neagle as part of his Mastermind program, and he issued us a challenge:

“Make more money this month than you ever have before in your business.”

At the time that was one of the biggest challenges I had ever been given by a coach, and it quite honestly scared the crap out of me. It became an inner roller coaster ride of thoughts, fears, obstacles and such before I was able to accept the challenge.

Having just issued the same challenge to the ladies in my coaching groups this week, I was reminded of my own personal journey – what I like to call the cycle of accepting (or resisting) a challenge from your coach.

So here is the sequence of thoughts that I went through with that first challenge, and yes – this essentially happens to me pretty much every time I look at taking my next big step. Perhaps you can relate?

Thought #1 – “There is no way I can do this now!”

“I have too much going on already, the timing is totally wrong. If you had asked me last month, or maybe next month, then I would be in a better place to do this… “

I like to call this first phase the “I can’t” phase… because it never feels like a good time to tackle a big challenge. And whenever I find myself faced with a big challenge or opportunity, my mind first goes to all the reasons why I can’t do it. Be it timing, money, energy, other commitments, etc. (It’s amazing how many excuses my mind can come up with!) And yes, I feel a bit angry/annoyed in this stage.

In the example with David last year, I was in the middle of creating a brand new program and planning a big launch for the next month – and was essentially planning for it to be a lower income month. And then he issued that challenge, how dare he! ;) Totally threw me for a loop.

Thought #2 – “But I would really love to do this…”

“The timing totally sucks but I would really like to do this. Hmmm, what if it was possible? I hired my coach to push me, and if I’m not going to accept these challenges then what the heck am I here for.”

Once the initial shock calms down a bit that gives some space for desire to sneak in. And for me it becomes a matter of really acknowledging that yes, if it was possible I would REALLY love to be able to achieve this.

With my challenge last year, I had already had some really great 5-figure months. And my brain started to wonder – “what if I could have MORE great months and continue to increase my income? Why the heck not!?”

Thought #3 – “What if I try and I fail?”

“I don’t know if I can do this… yes, I would love to, but I really don’t know if I can. What if I suck? What will people think of me if I don’t reach my goal?”

The anger/annoyance has settled, desire has crept in and now fear rears it’s ugly head. This is where I really start to doubt my ability to make stuff happen. This is where I start to worry about what other people might think of me. This is the point where I want it, but it all seems impossible. Basically this part sucks… and it is REALLY easy for me to get stuck here for a long time if I’m not careful.

Thought #4 – “I’m going to make this happen”

“Alright, enough is enough. I refuse to be ruled by fear, so I need to just suck it up and decide that I’m going for it.”

This may sound weird, but when I’m in this stage, I always get a vision in my mind of standing on the edge of a cliff and falling backwards. I have to trust that someone/something/someway will show up to make it happen. This part is all about faith – in myself, in my coach, in my team and in God.

Thought #5 – “So how could we make this happen?”

“OK, so if I’m going to operate on the belief that I can create what I want in my life, then that means there must be a way. I wonder what some options might be?”

Curiosity creeps in and this is where the challenge starts to feel lighter, more fun and actually possible. When I shift from “I can’t do this for A, B, C reasons” to “I’m going to do this now – how can I make this happen?” then the entire thing changes.

I can tell you, with that first big challenge last year we did find a way. I reached my goal of making $25K that month and we did it in a way that would have NEVER occurred to me had I not been issued the challenge and accepted it. In fact, it’s still something that we do today and has made a big impact on the business overall. (Curious what it is? Just ask me and I’m bound to tell you. ;) )

Oh, and as a final note. I believe that a coach should really stretch you… and throw down a challenge every once in a while that really makes you go “eek!”. If you are a coach to your clients, what are you doing to really stretch them? If you are being coached, do you feel like you are being stretched enough?

(And I’m happy to say that we are only half-way through this month and a few of the ladies in my coaching program have already met their goal of making more $ in a month than they ever have before. Woo hoo! So we upped their goal even more. :) )

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Are you a team player?

by Tina Forsyth on September 14, 2011

As an Online Business Manager and coach to OBM’s, I take a firm stand on the ‘partner with a client’ mentality.  Yes, I am all for boundaries, doing what you love and staying authentic to your highest service.. but the truth is – sometimes things just need to get done!

Are you a “get it done at all costs” kinda person?  If not, I will say.. maybe you are not being a team player?

Okay, I know that seemed a bit harsh, and as an OBM, we strive to be very efficient managers so that we don’t necessarily have to ‘do’ the getting it done… but there are times when you have to take one for the team and do whatever needs to get done.

The OBM’s who get this generally keep long term relationships with their clients, tend to have more confidence in their skillset and step into their expertise. Why? Because they have grasped what it is to ‘be invested’ with their clients.

Maybe you are asking ‘why should I be THAT invested in my clients business?’  That is a great question and I would like to answer it with 3 life principle reasons.

OBM Life Principle #1:  for why you should ‘be invested’ in your clients business (note this is to the OBM’s out there – not as applicable for VA’s)

YOU will do your best work for what YOU are completely sold out for!  This is not as much about your client as it is about what gets you out of bed in the morning and your mojo going toward something YOU LOVE to do.  Why is this important?  Well, because if you are not happy, excited, passionate, interested, committed to seeing a business grow.. then honestly it doesn’t matter how much money you make at the end of the day – you are not going to ‘feel’ successful in your business.

Often I explain it like this:  when you become an OBM for a business owner you are essentially asking them to let you raise their child…  they carried this business for X # of years, and yes they have stayed up nights, cleaned up messes, loved like crazy, nurtured, cried, they have fought for it to be whole, healthy, growing and stable.  And now they need help.. but not just any help… someone who will stay up nights, clean up messes, love like crazy, nurture, cry and fight if needed for this business to come to it’s fullest potential….

What do you gain, you may be asking, for having become a surrogate to this business? KNOWING the work you have done has purpose, it accomplished what you promised and you are fulfilling the success of your business by committing to the success of your clients.

If that doesn’t generate zeal in you toward great work then you should consider that being a ‘support professional’ is not the best place for your talents (Just keeping it real ;-)

OBM Life Principle # 2:

Life is based on relationships!  The relationship you have with your business (your personal commitment to YOUR business) will reflect the relationship you have with your client, with their team and with their business… it is my personal opinion if you can not ‘be invested’ in your clients business it is likely because you are not overly committed to your own. If you are only working your business to ‘get paid’, please do all of us a favor and go get a J.O.B.

Anyone can get paid doing anything… ie: prostitutes… however when you are asking someone to share their life dream/purpose with you, asking them to entrust it into your expert hand, you need to realize this is not JUST business but it is a relationship you have entered into.  And if you treat it as anything less, you will have missed the biggest blessing of being an Online Business Manager – getting to know some of the most phenomenal creative business people of our generation.

Honestly, I can not stress enough.. the relationship you have with your clients, teams and businesses are WORTH the investment… it’s not just about the money.

OBM Life Principle # 3:

We will call it the law of ‘reaping and sowing’ – You will only get out of the business (yours and clients) or the relationship (client, team) what you put into it.  Plain and simple. If you plant a sunflower seed you will not reap a harvest of oranges!  You must understand that to truly fulfill your potential for success in this industry YOU MUST catapult someone else’s success to the highest of it’s potential. (If you think about it, this is the same thing our clients do for their clients too.)

With these Life Principles in place toward your ability to serve your clients, you will ALWAYS be fulfilled in your business, energized to press forward, and have happy clients.  It is my intention that you do GREAT work, enjoy it with all your heart and know that what you have done today has made the difference in someone fulfilling their dream.. feels good doesn’t it? ;-)

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OBM Interview Series – Video #9

by Tina Forsyth on September 9, 2011

Video #9 (our final video) is with Certified OBM™ Michelle Lopez – who in 10 short months has gone from being afraid to talk on the phone to someone who accepts her value and is charging what she is worth. She is a great example of how business is as much a personal growth journey as it is a business growth journey – and that perseverance is key to creating what we want.

 

Only 5 Spots Still Available for the Fall OBM Certification Program

>> Click here to Submit your Application to be considered for the program that teaches you how to create a high-end virtual support business with a consistently full practice of top-notch clients who can easily afford your services (and are a blast to work with) <– woo hoo!

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OBM Interview Series – Video #8

by Tina Forsyth on September 7, 2011

Video #8 is with Certified OBM™ Andrea Cinnamond – I just love the fact that Andrea found her inspiration from the show “What Not to Wear” ;)

After having her children Andrea decided it was time for something new. Like me, Andrea started her business as a coach and after an opportunity to work as a marketing assistant for a coach training school she quickly realized that coaching wasn’t it – and so she started to shift her business…

 

Only 5 Spots Still Available for the Fall OBM Certification Program

>> Click here to Submit your Application to be considered for the program that teaches you how to create a high-end virtual support business with a consistently full practice of top-notch clients who can easily afford your services (and are a blast to work with) <– woo hoo!

 

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OBM Interview Series – Video #7

by Tina Forsyth on September 4, 2011

Video #7 is with Certified OBM™ Denise Milligan. So many of us talk about enjoying the freedom that working virtually affords us – yet in my experience most people don’t actually make that happen. Denise is a great example for those of you who have the “travel bug”, as she has built her business to allow her to live part time in Spain each year (dreamy.)

 

Want to hear more stories and explore becoming an Online Business Manager?

>> Click here to Register for a Free 3-part Training Series exclusively for folks interested in creating a high-end virtual support business that allows you to have a consistently full practice of top-notch clients who can easily afford your services (and are a blast to work with) <– woo hoo!

 

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I’ve been delivering training programs now since 2007, and I’ve always had an internal debate around this topic.

Should I deliver my training programs live or in a self-study format? Self study being either via online audio recording, video or a shippable product with CDs/DVDs and workbooks.

There are pros and cons on both sides of the fence, and I’d love to hear your opinion here (if you are game to pop a comment on the blog).

I think live training programs are the best from a value perspective for participants – be it a teleclass or webinar, it’s great to go live for so many reasons:

  • Biggest consideration is that people are more likely to actually show up and participate when they have a place and time to be on a live call – vs. a self-study or recorded program that they have good intentions of doing, but quite often end up gathering dust on a shelf or in a computer – yes, I have many of those myself.
  • Likewise, people are willing to pay more for a live program than a self-study program – in many cases at least double the price or more, the perceived value is much higher when a program is live.
  • You can add interactivity to the program – via chats, forums or open Q&A on the calls themselves. This is one of the biggest benefits of our OBM Certification program, as our participants get to “chat” with each other along the way asking questions, sharing aha’s and such. Makes for a strong community component.
  • The vibe is totally different – even if it’s just people on a bridgeline together, you can feel the *energy* of a live program. From the perspective of having led many programs and also participated in many you simply can’t beat this.

On the other side of the coin, self-study programs can be very appealing, especially from a business building perspective – offering self-study programs has some real benefits as well, including:

  • Leveraging what has already been created – record a program and continue to sell it ongoing (via digital or tangible packaging) is a great additional revenue stream for any biz.
  • People can get what they want when THEY want it – they don’t have to wait for “the next class” in order to get the training they want right now.
  • It doesn’t take up any more time to deliver – many business owners are already tapped out, and simply don’t have the time/energy to continue to do live programs.
  • The person may be bored with teaching that topic – there comes a point in time where a business owner may simply be tired of teaching something. They might have moved on to other things and don’t want to deliver an existing program anymore. If someone is in this space, then it’s best not to “be live” imo.

Bottom line for me – as a participant I MUCH prefer a live training. I can’t count how many times I’ve bought a self-study program and simply never got to it (actually, I can count them if I look on the shelf behind me where they all sit). I need to have a date & time to be there or I probably won’t participate. Sad but true for me.

As a business owner/trainer, I do a bit of both – some of our programs are live and some are self-study. I think the key is to consider the training itself – what is the “scope” of the training program being offered? How in-depth is it?

For example, I can’t imagine ever teaching our OBM Certification program as “self-study” – there is simply so much to learn, so much to absorb and I think people would lose a lot of the value (especially the value of the community) if we went the self-study route. Plus I would become really disconnected from everyone.

However for some of our OBM Academy courses – especially the how-to courses – they are simple and straight forward. Want to learn Infusionsoft? Great, as a self-study you can get it when you want it and dive in right away to access the training videos.

So many options, and at times can be hard to decide. Curious about your thoughts – from the perspective of participant or trainer, what do you prefer? What has been your experience with live and/or self-study programs?

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OBM Interview Series – Video #6

by Tina Forsyth on September 2, 2011

Video #6 is with Certified OBM™ Ericka Pardun – like many of us Ericka’s journey has been more of a struggle with mindset vs. skillset. After a client asked her to become her OBM she found herself wondering if she could really do this? She decided to take the plunge earlier this year in the OBM Certification program and (in her own words) has gone from “the little VA who was afraid to make a mistake to I’m exceptional and here’s why… ” – she now owns the value she brings to her clients (woo hoo!)

 

Want to hear more stories and explore becoming an Online Business Manager?

>> Click here to Register for a Free 3-part Training Series exclusively for folks interested in creating a high-end virtual support business that allows you to have a consistently full practice of top-notch clients who can easily afford your services (and are a blast to work with) <– woo hoo!

 

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OBM Interview Series – Video #6

by Tina Forsyth on September 2, 2011

Video #6 is with Certified OBM™ Ericka Pardun – like many of us Ericka’s journey has been more of a struggle with mindset vs. skillset. After a client asked her to become her OBM she found herself wondering if she could really do this? She decided to take the plunge earlier this year in the OBM Certification program and (in her own words) has gone from “the little VA who was afraid to make a mistake to I’m exceptional and here’s why… ” – she now owns the value she brings to her clients (woo hoo!)

 

Want to hear more stories and explore becoming an Online Business Manager?

>> Click here to Register for a Free 3-part Training Series exclusively for folks interested in creating a high-end virtual support business that allows you to have a consistently full practice of top-notch clients who can easily afford your services (and are a blast to work with) <– woo hoo!

 

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