Blogs Creating a Buzz with Businesses

Businesses are buzzing about blogs. A blog—short for Web log—is simply a digital diary or online forum. Technically speaking, a blog is an online journal that is regularly updated with content and built on a platform with automated syndication. The appeal of blogs is driving businesses to find ways to capitalize on these unique public journals.

Almost 80,000 new blogs are created every day, according to the semiannual State of the Blogosphere report from Technorati, a Website that indexes blogs. There are some 14.2 million blogs in existence, 55 percent of which are active. Business publications are rapidly bringing blogs to the front lines, boosting their presence on the Web and search engine performance.

How Businesses Are Using Blogs

Blogs can be created to cover almost any topic. Here are some of the ways you can use blogs to benefit your business:

• News — Since blogs can be syndicated, any content addition is easily distributed throughout the Web. Company news can make great content.

• Education — You can use blogs to educate consumers about products and services. Google’s Adwords Blog is a good example of this usage.

• Commentary — Insightful analysis of industry-specific news and events makes great blog content.

• Promotion — Blogs can be a great channel to promote new products or services. This promotion can be achieved through a combination of news, education and commentary.

Blogs and Search Engines

Blogs tend to perform well with search engines. Search engines have historically looked for content-rich Websites that are updated frequently. Search Engines like unique and popular content; they also favor content with keyword links. Blogs contain these elements, which makes them a great match for search engines.

In addition to helping your Website rank well in search engines, a blog can provide quality links back to your main domain. Plus, it can expand your traffic and presence on the Web, all of which can add up to more sales.

Tips for Developing Blogs

Here are a few quick tips to help you have a successful blog:

1. Keep it simple: Blogs should be easy, quick reads that link to other pages that are more in-depth.

2. Keep it fresh: Blogs should be updated frequently. Good content should be added a minimum of three times a week.

3. Provide useful content: Add content that is useful for others to read and your blog's popularity will grow.

A blog can help you better serve your customers, plus enhance your brand image online.

 ___________________
Copyright 2006, Kate Smalley
Connecticut Secretary 203.641.3739
Transcription and Secretarial Services
http://www.connecticutsecretary.com
kms@connecticutsecretary.com

Posted by Kate Smalley at 01:29 PM | Permalink

Senior Sales Associate - $60,000 plus bonus/commission ($100,000 at goal first year, $ 125,000 at goal 2nd year)

Old economy stability – New economy products.
Client is a premier real estate publisher in New York City and nine states
throughout the Northeast, Mid-Atlantic and Midwest regions. The job will entail using
the telephone to canvas the targeted territories, set meetings, conduct live presentations
and close business. Candidates will also be required to develop a sales/marketing strategy
in conjunction with the company President.

Work from our established Midtown New York office – Territory includes:
• Northern New Jersey
• Westchester County
• Connecticut

Our products include print and web-based advertising solutions for the commercial real
estate community.

We are growing fast and need your help, if you:
• have previous experience in the real estate industry
• have previous experience in advertising
• have strong communication skills – both written and oral.

Background desired:
• Bachelor’s Degree Preferred
• Trade publication advertising sales experience preferred

Abilities Required.
1. Drive
2. Ability to Take Initiative/Responsibility
3. Anticipation/Proactive Thinking Skills
4. Capacity to Accountability
5. Feedback Receiving Skills
6. Initiative
7. Receptive to coaching/training
8. Persistence/Perseverance Skills
9. Resourcefulness
10. Sales Skills

Bachelor degree preferred. Ability to travel will be required. Compensation package
includes attractive salary (commensurate with experience) as well as commission. We
also offer a comprehensive benefits package including medical and dental insurance and
a 401K plan.

Contact Brian Anderson BA Search Group for immediate consideration brian@basearechgroup.com

Posted by Kate Smalley at 01:53 PM | Permalink

   When it comes to sizing up job candidates, cultural fit is just as important to consider as qualifications.

   That’s why hiring managers must use their heart and not just their head during the selection process. Your company should use insight to assess how the job candidate’s character and personality — not just skills — will fit into the corporate culture.

   People are your company’s best, most important investment. This is especially true for executives and others in key positions that have the greatest potential to impact your bottom line.

   Whether you need a senior-level executive or a department manager, you cannot afford to hire the wrong person. If you do, you could encounter a negative hiring experience, which can cost valuable time and money. Poor hiring situations can equate to lost production and business — not to mention other tangible costs related to interviewing, placement fees, relocation, and training. Minimum figures for executive turnover are reportedly four to five times the annual salary.

What Is Corporate Culture?

   By definition, corporate culture is “the act of developing intellectual and moral faculties, especially through education.” But in a broader sense, it’s “the moral, social, and behavioral norms of an organization based on the beliefs, attitudes, and priorities of its members.”

   Every organization has its own ideals, which are often based on the values of the founders or top management. At Atlanta-based Home Depot, for example, keeping all employees interested in the business is a top priority. All new employees — even executives — spend two weeks working on the sales floor, learning what customers want and need, and receiving a ground-zero view of the company's core business.

   Your culture, for instance, might emphasize respecting others and working as a team. If that’s the case, you should focus on hiring people who have demonstrated these characteristics in their previous work experiences.  

How To Choose The Best Candidate For Your Culture

   So exactly how do you determine if a prospect is the best match for your organization? Although some companies rely on culture and personality assessments, there’s no scientific formula for hiring success. A positive employment experience requires a combination of background research, assessment and pure instinct.

   First, you must clearly define, clarify and understand your company’s core values. Review the ideals that are expressed in your organization's employee handbook, training sessions, marketing materials, and mission, vision, and goal statements. This will give you a “measuring stick” for weighing the behaviors required for success in your corporate culture with the prospective employee’s character.

   Next, thoroughly investigate the job candidate’s work performance and relationships from previous positions to ensure you have an accurate sense of his or her personality. Then simply factor in experience, education and other important considerations to determine which candidate best fits the position and your company.

Copyright 2004
Kate Smalley
Connecticut Secretary
Administrative Support Needs – Transcription Services.
http://www.connecticutsecretary.com
kms@connecticutsecretary.com

Posted by Kate Smalley at 08:32 PM | Permalink

Walking this Road Together

Never have I been in the position of making as many critical decisions as I am now - at the helm of my own business. I never imagined that providing freelance secretarial services could be such a busy endeavor! When I first started it was so incredibly difficult to obtain that first client. I spent hours each week churning out newsletters, post card mailings, and publicity material of all sorts. Additional hours were spent fine tuning my sales pitch and presentation, practicing my elevator speech, reviewing my skills, and spreading the word about my services and planned business. I was so incredibly motivated to get that first customer and get on the road to wherever.
 

I was no longer under a corporate umbrella. It was just me now, and I had taken the plunge. That first client did come along, and I still have the account today. Then I gained my next client, and the next. Word was spreading, and the power of referral sales hit home. I had heard how high your closing percentage climbs when someone you work for refers you to a friend or associate. Wow, it was amazing to actually experience it in motion. Why do people have a problem getting referral sales? Because they do not ASK. Ask for referrals and ask often, you will be quite pleased with the results. Now that that has been said, please do not neglect giving referrals in return. Ask your customers how you might best refer them, and what their ideal customer would be. Start this process today and never stop. It will certainly build business and good will with everyone you encounter.

Now I am busy each day serving my customers. I truly love this business I have created, and the flexibility and creativity it allows me has surpassed my expectations. I wake up each and every morning anticipating another good day at work, another project, a new contact, or a welcome opportunity to learn something new. Something has changed though, and it has happened very subtly. No longer do I spend hours each week creating new marketing and promotional materials or poring over advertising strategies. I no longer grab a promotional package and head into a business office for cold calling, nor do I engage in cold calling on the telephone. I surprised myself with the new business I was able to generate by just getting on the phone and calling around.

I realize I am busy serving my customers, but am I missing something by cutting back so drastically on my marketing endeavors? Can I use the excuse that I am too busy for that anymore? Should I be constantly churning out a percentage of promotional materials to ensure my future viability? No matter how busy I am, each and every day I have a conscious choice to spend my time focusing on activities that will result in additional sales for my business, which will result in vibrant future growth. It only makes sense that the results and business I am enjoying now were only obtained by the groundwork I laid back when I was brand new, and that to continue on this road I should continue marketing and promoting my business and my services.

Let's not lose the conviction and drive we had when we were brand new. Let's not get so busy within our daily routines that we hesitate to reach out and expand ourselves, or get involved with additional activities that will grow our business. Let's purpose in our minds and in our hearts to continue on this path we have chosen. Let's do everything possible to continue to nurture and strengthen our business and future viability by choosing to do those things that will result in those additional sales that we once worked so hard for. The last item that I have never forgotten is to never lose the excitement and anticipation that accompanies gaining new clients and helping them succeed.

Copyright 2003
Kate Smalley
Connecticut Secretary
Freelance Transcription Services, Podcast Transcription and Secretarial Support Services
kms@connecticutsecretary.com
http://www.connecticutsecretary.com

Posted by Kate Smalley at 08:31 PM | Permalink

The Key To Enhancing Meetings, Conferences, Presentations And Other Events

An increasing part of my duties in providing freelance secretarial services to companies has been with transcription. As principal of Connecticut Secretary, I have noticed a tremendous jump in the number of requests for transcription services. And I have benefited from the increased knowledge these projects have provided regarding what makes a meeting successful.

Connecticut Secretary has a complete office devoted to secretarial support and transcription services in a variety of formats. We have transcription equipment to handle projects in digital and tape format — both micro and standard cassette tapes. New digital technology has allowed companies to email or upload audio to my server, allowing a fast turnaround in services.

Benefits Of Outsourcing Transcription Services

A manager at one company told me that approximately $40 billion to $60 billion is spent annually on transcription services, and much of that is outsourced to companies like mine. This outsourcing provides a tremendous cost savings to companies. They don’t have to pay insurance, benefits, or vacation pay to secure my services, and I am there when they need me, on a job-by-job basis. They also don’t have to spend money training me, and I work on my own equipment from my own office — which is an added bonus since they don’t have to worry about paying workers compensation insurance on my behalf.

Advantages Of Transcribing Meetings 

That same manager indicated that he spends approximately 40 to 50 percent of his time in meetings. Prior to his experience with recording and transcribing the audio, he had felt that this was unproductive time. But once he realized the benefits of transcribing the meetings and conference calls into hard copy, he felt much differently. Now he can utilize the points and areas covered in greater detail, distribute the copy to participants for additional review and clarification, and take action on specific items with greater clarity.

The transcribed material provided action items that individuals were personally responsible for — enhancing productivity among participants almost immediately. He found that he also benefited when meeting with his supervisors or board members, as he could provide a detailed overview of what was covered in the meetings and give focused presentations in executive-level strategy sessions.

Benefits Of Transcribing Conference Calls And Presentations

I have also transcribed audio from conference calls and presentations where not all of the office staff could be in attendance. The manager indicated that this gave him the opportunity to share the materials covered with his entire staff, as he could distribute the materials throughout the office when he returned. He also held meetings afterward, allowing office staff to review the transcription. They were able to discuss the event, expand upon the items and topics covered and explored how certain actions could impact the company if undertaken. This is a fantastic avenue of team building and involving staff with opportunities to learn and discuss the information presented as a group.

Five Strategies For Having A Successful Meeting 

1. The most successful meetings are prepared in advance with agendas. The agendas should focus on what will be covered during the meeting, as well as provide a brief overview of areas of discussion and indicate who will be speaking. A good meeting allows audience participation and provides ample time for individuals to discuss topics of interest. The agenda also provides some background information, so that meeting participants can come to the meeting well prepared and ready to participate.

1. Good meetings start and end on time, with courtesy reminders to participants. This respects the fact that most people have a full schedule, and allows them to move on to other areas they have committed to, without having to feel that they are disrupting the meeting by leaving before the session is over and everyone has been allowed to speak.

1. Good meetings are action oriented. Participants are allowed to take action for each agenda item before the meeting is over. They can decide what actions need to be taken and who is responsible. This is where transcribing meetings is a tremendous benefit to everyone involved. Good meetings allow tasks to be assigned as they arise during the meeting, so you don’t loose sight of them as the conversation expands. To keep the meeting properly focused, all off-topic statements or discussions can be added to follow-up action items.

1. To have an effective meeting you must also record and transcribe the minutes, and document the group's decisions. All assigned action items will be documented and distributed to attendees to follow through to completion. This fosters a sense of responsibility and prevents any misunderstanding of who is handling what project. It’s a good idea to distribute these transcribed minutes in a timely manner to all participants.

1. The last step to a good meeting is to say thank you! Remember to thank participants for attending the meeting, and especially those who have shared information and contributed to the discussion. Recognize the efforts of all involved at the end of the meeting, and the entire group will leave feeling positive and ready to take action on the items covered.

Final Points To Ponder

Try to help everyone feel involved in meetings — as if they have a voice. Give them the responsibility to tackle projects, as well as recognition for their contributions. If you follow these guidelines, you’ll discover that participation in meetings will increase, attendees will show up on time and ready to discuss agenda items, and productivity will jump. I’ve received positive feedback time and time again from individuals who have never used transcription services. And I have felt very positive to have been involved in the process.

Please remember Connecticut Secretary when you decide to capitalize on the power of transcription for your next meeting, presentation, conference call or event! I look forward to hearing from you!

Best Regards,

Kate Smalley

Kate Smalley
Connecticut Secretary
P.O. Box 896
Branford, CT  06405

kms@connecticutsecretary.com
203.641.3739

Posted by Kate Smalley at 08:29 PM | Permalink

Whoever said, “Early to bed early to rise makes a man healthy, wealthy and wise,” only got it partially right when it comes to finding the formula for personal success, because great time management skills are also essential.

While some people are millionaires and some people are paupers, all people are on the same playing field with regards to time. Every living being is allotted 24 hours in a single day—no more, no less. So being able to accomplish your goals in any given day means being able to prioritize and multi-task.

If you compare any two people at a particular workplace and analyze their work habits, you’ll oftentimes notice differences in terms of productivity. Some people are simply better at managing their time and, therefore, getting more done with the time they have. If you’re not particularly good at prioritizing and managing tasks, you need not worry, because if you weren’t born with time management skills, you can learn them.

First of all, you’ll want to begin each new week by drawing up a schedule of things to do in the coming week. Start off by listing things you absolutely must do, and then jot down things you’d like to do. Once you’ve done this, you’ll want to look over your weekly schedule and consider whether, time wise, your schedule is realistic. If it isn’t, then you’ll need to drop off non-essentials and maybe factor in more time for the critical tasks.

Something else you’ll want to consider is that people with good time management skills tend to be fairly organized. If you’re work desk looks as though it were hit by a tornado, then tidy up a little bit. You’ll be surprised at how much more efficient you’ll be if you don’t have to wade through piles of paper to find what you’re looking for.

Combine time management skills with health, wealth and wisdom, and you’ve got the formula for personal success.

Posted by Kate Smalley at 08:28 PM | Permalink

Being self-employed, or freelancing, is a truly unique environment in which to work.  Basically, you wake up every morning and “reinvent the wheel.”  That means that you begin every day knowing that you’ll be required to provide your customers with something they feel that they can’t live without.  That’s not an easy thing for your stress level to handle. 

Being self-employed is synonymous with long hours, and working through those days that you really should have taken off.  It means that your stomach is repeatedly in knots and the adrenaline just doesn’t flow anymore.

If this describes you, you’re not alone.

Working for oneself from home, in front of the computer on weekdays and weekends is becoming evermore popular thanks to the internet and the World Wide Web.  However, with this ever growing popularity of independence, comes the increasing build of stress. 

Symptoms of high stress in those who are self-employed include:

• The inability to concentrate
• The general feeling of being uptight
• Biting everyone’s head off
• Aching shoulders and neck
• A constant headache
• Indecisiveness
• Fatigue
• Insomnia

Of course, these are only a sample of the symptoms, but they are among the most common.  If left unmanaged, stress can even develop further into more dangerous health conditions.

For people who are self-employed, proper stress management becomes critical to living a healthy, rewarding life.  Stress management itself is a matter of recognizing your individual stresses, finding the cause, and taking responsibility for these stresses, making changes where they are necessary.

This can be as simple as taking an aroma therapeutic bubble bath at night, yoga, or something more structured, such as consulting a stress management therapist.

If you are self-employed, and you wish to make certain that your stress level is managed effectively, you may wish to consult your doctor, who can advise you with regards to the techniques and strategies that will work best for you.

Posted by Kate Smalley at 08:27 PM | Permalink

Posted by Kate Smalley at 08:26 PM | Permalink

While all companies have the right to do business; this does frequently present a question with regards to ethical behavior when it comes to competition. How much should you trust the "other" guy? How much should you tell the "big" guy? How far apart should you really set yourself? 

Sure, you can always answer the questions of your competitors, but how much information is enough, and how much is too much? There is a difference between working with integrity, and simply handing all of your “secrets” over to the competition. 

These are things you will need to ask yourself every time another competing businessperson or person in a similar industry approaches you with questions with regards to your services, rates, and other business-related information. How much should your competition really know about you? 

There are some points that you can politely and professionally decline to give away, but you must have enough integrity to not seek the same information from the competitor to whom you have previously denied your own information. These points include: 

• Your rates - how you develop your rates is your business, and allowing the competition to know how to calculate rates will lose you an important advantage.
• Where you get your sales - you have worked hard to develop your customer base. You needn’t provide your competitors a free ride.
• Try to maintain an understanding with your competition that neither you, nor they will badmouth each other, should a customer "switch sides." You can establish this policy by simply creating an example.
• Make certain that your competition does not ask your friends and associates who your customer are, so that they can hone in on your existing business.
• While making sure that you’re not being copied, you should also be original and join your own committees that you feel will be beneficial to you. You want to develop your own purposes and interests, not those of your competitor.
• Make certain that other companies do not take your slogan and modify it slightly for their own use - and don’t do this yourself. At most, use other slogans for inspiration.
• Watch the copyright on your ads. Your ads should not be copied close to word-for-word, and you should not copy the ads of others'.
• Don't feel the need to associate with the competition after meetings. Your competition may simply be honing in on your sales opportunities. Work the room equally, so that nobody is taking advantage of your friendliness.

While you don't need to take the attitude that the business world is a war ground, you should also make certain that nobody is taking advantage of your knowledge, integrity and hard work. Remember that it is a small world. We are all judged on the way in which we speak about others, how we compete, and our feelings towards others. Be professional and work with grace at all times, and you will never need to concern yourself with ethics in your business.

Posted by Kate Smalley at 08:24 PM | Permalink

This is an important topic for anyone who currently has a website and domain name, as well as for anyone interested in building an internet identity. I am sharing not only from personal experience (I have five active websites online at this time) but from my business, Connecticut Secretary, and the projects I have been involved with in creating and building websites for my customers.

Oftentimes customers will approach me after they have already chosen a domain name. What I investigate first is who actually owns that domain name. I no longer ask the customer directly, because 99.9% of the time the response is always "I do!" when in fact many of them unwittingly do not. Determining this is an easy step; you simply go to an independent domain registrar such as Register.com, http://www.register.com, and type in the domain name and choose whois when the results pop up. Feel free to go and type in connecticutsecretary.com and choose whois. You will see that I, Kate Smalley, am listed as the owner and administrative contact for Connecticut Secretary. The technical contact is simply the hosting service I have chosen.

The problem we run into is when individuals have chosen to purchase their domain name through a hosting service at a discounted rate. The hosting service is the company that purchases and owns your domain name, and in essence you sometimes just end up renting it along with your hosting service. This is a great way for the hosting company to ensure continued business. Think about if, in the future, you decide to change hosting services. Who do you think you will have to contact to have your domain redirected to another hosting provider? How anxious do you think they will be to provide service to you? How quickly do you feel they will redirect your url? What will happen if they forget to renew your domain name and someone else obtains control and ownership of it? What happens if that hosting company goes out of business? I have seen it happen. To take this conversation one step further, there are now hosting companies that will purchase the domain in your name, so you are the official owner, but they still retain control over your usage of the account. An important point to remember is that ownership of an account as well as having the ability to use the account are important features when deciding how to purchase your domain name.
 

I am not saying this is a fact with all hosting companies; I only ask you to consider it for your own well-being and future viability on the internet. Purchasing a domain name yourself is only a matter of spending a few extra dollars per year, and is well worth the security of knowing you are the owner and the one in control of your domain. Consider the amount of work that you have put in to targeting and obtaining traffic through the search engines on your keywords and search terms. Think about all the business you will loose if you have to start over again with a new domain name from scratch.

I have changed hosting companies for Connecticut Secretary once. As my traffic increased, with my other hosting company, they limited my services and at times shut my site down because of server load. This was an important issue for me, as it resulted in lost sales and potential customer dissatisfaction, to say the least. Because I owned my domain independent of the hosting company, changing hosts was a very simple procedure. All I had to do was start services with a new hosting company and redirect my URL to that hosting company. Once the transfer was complete I was back in business without a hitch. There was work involved with rebuilding my site of course, but I was prepared for that. If I lost my domain name I would have lost a tremendous amount of existing traffic and potential business, not to mention my business identity that I had worked hard for.
 

There are so many topics that we can go into regarding domain names and your business on the internet: Cyber squatters and your responsibilities with regards to trademark policing, dispute resolution, the increase of typo squatters on the internet, choosing a relevant domain name, how to promote your business on the net through domain names, and so much more. With this article on domain name ownership, Connecticut Secretary wants to convey the fact that a domain name is a valuable asset, and I suggest that you take the time now to check and verify who actually owns your domain name. If you are about to start the process of obtaining an internet identity I suggest that you take the time to consider the future ramifications of the decisions you make today.

Posted by Kate Smalley at 08:23 PM | Permalink

No matter how large or small a business you operate, hiring an executive coach is no longer a luxury – it’s a necessity in today’s highly competitive business environment. No matter what your management and personality style, there’s an executive or business coach for you.

Let’s face it, most business owners' stick to the tried-and-true methods. We’ve all discovered, by trial and often costly error, what works best for our companies. However, a business owner stuck in that mentality may be missing out on great opportunities just by keeping the status quo.

"You’ll face issues that you hoped would never see the light of day."

That’s where a coach comes in. A business coach is a trained third-party professional who helps clarify a business owner’s goals and helps chart a path to meet them. A coach will offer a fresh perspective to your daily challenges and hopes for the future.

Coaching may seem like a frivolous expense, but at least one study has shown otherwise. A study of 100 executives, primarily from Fortune 1000 firms, who employed coaches from Florida-based firm Manchester, Inc., found that return on their investment was nearly six times what each firm spent on coaching. Companies retained executives, had fewer customer complaints and saw more productivity from their coached employees. What business owner doesn’t want that?

"...a business owner stuck in that mentality may be missing out on great opportunities just by keeping the status quo."

So how do you choose the right coach? The key is to find one you trust and who challenges you without having unrealistic expectations. Some business owners see the stereotypical coach as a slick, motivational manipulator who will seek to turn them into a business mixer schmoozer. The truth is there are as many styles of coaches as there are people. Here are some tips to help you find yours:

• Know yourself and what you want. Before you even begin the process of looking for a coach, ask yourself some honest questions. What do I want? What do I expect? Are there some things about my management style that probably need to change? Am I willing to consider making these changes? What am I willing to do? What am I not willing to do? Where do I want to be in five years? In 10 years?
   
• Call several coaching firms and individuals. Talk to others in your field to get referrals.
   
• Meet with at least five possible coaching candidates. Find out how they work.
   
• Don’t’ be too concerned if your coach candidates don’t “get” your business immediately. Sometimes it’s best to have a coach that knows absolutely nothing about your field so that you can get some fresh approaches and ideas.
   
• Be sure your coach is willing to be honest with you. In fact, if a coach candidate isn’t willing to tell you things you don’t want to hear, you probably haven’t found the right coach.
   
• Tell your coach candidates what you perceive your goals are right now. Also tell each candidate what you are willing, and not willing, to do to meet them. Ask them what they can do to help.
   
• Discuss upfront how you and your coach will work together when you don’t agree. A good coach will push you in directions that you don’t agree with or that make you uncomfortable. Sometimes a good coach will tell you about certain negative behaviors you have that you don’t necessarily want to change. Ask how you and the coach will deal with these issues.
   
• Trust your gut. Some business owners prefer a coach with a similar style, while others want to possess characteristics they observe in a coach who has a different personality. Go with the one you think you can best work with.

So you’ve selected your coach. What comes next? Most coaches will want to re-evaluate your goals with you first. You’ll also discuss strengths, weaknesses, problems and concerns. Next you will likely develop a plan of action. Here are some things to remember when working with a coach:

• Nothing will change overnight. Commit to at least a year of coaching before you re-evaluate its effectiveness.
   
• Make coaching a priority. Business owners tend to put the business at hand over every other function. However, coaching can help you cut down on the time it takes to do business. Make coaching the priority.

"...both you and your business will grow in ways you never thought possible!"

• Be willing to consider doing things differently. Note that I’m not saying to actually DO things differently. There’s a difference between that and considering the possibility. Most of us need to ease ourselves into transitions and changes. Being willing to change is the first step.
   
• Be honest with your coach. You’ve chosen a coach who you feel will be honest with you, and you must reciprocate. In fact, not being honest will most likely be a waste of time for both of you. It’s important that you develop trust with your coach.
   
• Take crisis issues to your coach. As the top person in your organization, your coach can be your sounding board for dealing with tough problems. It never hurts to get a different perspective.

Working with a business coach is a rewarding experience. You’ll learn about gifts and talents that you never even knew you possessed. You’ll face issues that you hoped would never see the light of day. And both you and your business will grow in ways you never thought possible!

Connecticut Secretary has Executive Coaches in our Referral Program Network - If you are in need of coaching services for individuals, executives or businesses, please contact us today:  kms@connecticutsecretary.com

********************
Copyright 2003
Kate Smalley
Connecticut Secretary
kms@connecticutsecretary.com
http://www.connecticutsecretary.com

Posted by Kate Smalley at 08:22 PM | Permalink

I never knew what an executive coach was prior to launching my own secretarial support business. As I started working with different organizations and executives I learned more about the field of executive coaching services. I have learned that coaching is not only for the upper-level manager or executive, but it is for anyone who might need clarity, direction, or help with achieving goals on any level. Executive and Personal Coaching involves so many areas that it would be impossible to list them all.

For the upper level manager or executive it might provide a level of accountability that they might not have otherwise, and through this accountability give them more of an incentive to achieve their goals within a set time frame, or reach that next level, or it might help by just having someone to confidentially share their strategies with as a sounding board. Although coaching in the business environment usually does not focus on personal issues the majority of the time, it certainly can provide assistance in that area by improving effectiveness in many other areas, and reducing the overall stress that that person is under on a day-to-day basis. This certainly has a direct impact on the whole individual, not to mention the health benefits of overall stress reduction.

This performance-based coaching can help individuals achieve success on their own terms, allowing them to retain control of certain areas and maintain their own comfort level. At times is is obviously necessary to move outside of your comfort level to obtain results. Coaching not only seeks to constantly improve an individual's level of effectiveness, but it also examines that person's areas of success to reinforce areas of excellence by recognizing and building upon them.

From what I have heard, coaching helps develop and refine new skill sets that can help anyone navigate through the daily challenges of running a business, managing employees, making that career change, and overcoming the various obstacles that may be hindering us from achieving our goals. We each view situations differently based on our various experiences and environments. Executive coaching can provide a means of uncovering areas that we might not be seeing as clearly as we should, or areas of decision making where we might not fully understand or realize the final consequences of our actions.

Some individuals involved in management have commented on how becoming involved with Executive Coaching has improved their effectiveness to such a degree that it has had a noticeable effect on their morale, job satisfaction, and performance, and that they are able to see the big picture for the first time in regards to their future and goals. To take that comment a step further, these managers have also recognized a positive change in the way they managed people. Their employees were more satisfied as a direct result of the manager making improvements and adopting new management techniques and communication styles throughout their department or business.

A few questions for us all:

Where are you now? Where do you want to be in five years time? How will you get there? Will you know when you get there? How satisfied are you with your job? What steps can you take to get where you want to go both personally and professionally?

There are so many levels we can go into: The workaholic, time management issues, lacking goals, always being in emergency mode, not being able to relax outside of business hours, being dissatisfied with your job or career choice, problems dealing with co-workers or partners, communication problems, and the list can go on.

Parting thoughts:

A research study concludes that training combined with coaching increased productivity by 88%! (Gerald Olivero, K. Denise Bane, & Richard E. Kopelmann; Public Personnel Management; Washington; ISSN:00910260). The same ‘97 study concluded that training alone increased productivity by 22.4%.

In his book, "The 7 Habits of Highly Effective People," Stephen Covey tells us that most of us desire to be understood but that we do not seek to understand. Perhaps if we can change this behavior it would lead to tremendous improvements in our business and personal lives.

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Posted by Kate Smalley at 08:20 PM | Permalink

What is a Virtual Assistant or Freelance Secretary?

More and more, experts are discovering the developing importance of working with a team of people who are specialized in their fields.  It is becoming a necessity to build a group of knowledgeable, capable team members for performing the various services and procedures.  To specialize means that each element of a business becomes both effective and efficient.  This explains the recognition that specialists are receiving by the business community, and the ways in which they are contributing to the businesses bottom line, and why generalists are rapidly being replaced by these focused experts.   It is simply accepted as the logical choice for any company that seeks well-run efficacy.

Every business day becomes that much stronger, more efficient and rewarding when instead of having team members concentrate on elements of the business in which they have no expertise, these issues are dealt with by a specialist who can complete the project in a timely manner, and with inherent superiority.

A popular example of such specialization among the business community is the way in which a full-service, freelance secretarial administrative support service provider can improve upon a company’s current work structure.   While the non-expert members of a company may usually have to turn away from their areas of specialization in order to perform additional tasks that are challenging, time-consuming and altogether tedious, a freelance secretary can take on that company’s entire team’s worth of administrative support material, and can use his or her unique, proficient skills in order to handle that work and allow the other team members to forget about them until they are completed.

Freelance secretaries with good technical skills can service businesses throughout the United States through the use the internet and email services.  Therefore, no matter where a business is located, or if it has many branches in different locations across America, Connecticut Secretary is capable of working with them all, while putting into practice their deep understanding of the finer points of transcription, secretarial, and administrative support services. This leads to a comprehension of a company’s specific needs, so that they may concentrate and give attention to their business instead of misusing their valuable time on administrative tasks.

Finding a qualified, quality freelance secretary for support work in your business can be a daunting task.  Fortunately, with the assistance of the Internet and the World Wide Web, a simple search can help you to locate a freelance secretary in your area, or one who is willing to provide service to your area, no matter your location. 

There are many different freelance secretaries out there, and not all are created equal.  For this reason, it’s important to look into references and feedback, while checking to see that there is a broad range of services provided, as well as fair pricing and turn-around times.  Contact information should be readily available on the website, and samples of the work should also be very accessible, in order to be able to gauge the freelance secretary’s skill and accuracy.  Additionally, if you have any questions, ask!  A good freelance secretary should be able to answer all of your questions in a timely manner, whether over the telephone or through e-mail.

Posted by Kate Smalley at 08:19 PM | Permalink

Don’t take “NO” for an answer!

It’s easy to get discouraged when you make your best effort for a great sale and you’re met with a dead-set “no.” But don’t let it get you down. In actuality, 97% of all sales are not made within the first pitch. In fact, it takes an average of five to ten exposures - also known as follow-ups - to persuade your prospect to make the first sale.

While your potential customer may not actually say the word “no,” specifically each time, but every time you follow-up and the customer doesn’t buy, it should be interpreted as a “no” situation, and you should be aware of how to handle such circumstances in order to get the most out of them every time.

As a salesperson, it’s up to you to have the necessary drive and skill in order to stick with it through the many follow-ups. You must be willing to use enough effort to get to the point of the last “no.”

To make sure that you make it past the “no’s” and maximize your selling potential, here are some tips for success in closing:

• Know the real reasons your customer would want your product.

• Know the real reasons your customer would not want your product.

• Know the point at which your customer will become willing to buy, and work with them in formulating your follow-up plan.

• Present new information relative to the sale each call or visit.

• Be creative in your style and presentation manner.

• Be sincere about your willingness to be helpful to your potential customer.

• Be direct in your communication, without becoming patronizing.

• Be friendly.

• Use humor, but don’t be silly or goofy.

• When in doubt, sell the prospect for her reasons, not yours.

• Don't be afraid to ask for the sale each time.

With these in mind, you’re certain to get the most out of your potential customers. Just don’t get frustrated and don’t give up. Perfect your skill and you’ll be on top of the world.

Copyright 2004
Kate Smalley
Connecticut Secretary

Administrative Support Services – Transcription Services – Virtually!

http://www.connecticutsecretary.com
kms@connecticutsecretary.com

Posted by Kate Smalley at 08:18 PM | Permalink

   Fostering teamwork is a top priority for many leaders, according to Suzanne Willis Zoglio, Ph.D., the author of Teams At Work: 7 Keys to Success, The Participative Leader. There are obvious benefits: increased productivity, improved customer service, more flexible systems and employee empowerment.

   A team is a group of people working towards a common goal. Generally, the objectives that a team sets out to accomplish can’t be effectively achieved by individuals. Think of it this way: TEAM = Together Everyone Achieves More.

   Within a business, every employee serves as a crucial member of the company’s team. No matter where you are on the corporate ladder, you add intrinsic value to your organization through your strengths, talents, gifts and other assets.

   Some companies are taking a more impersonal approach to evaluating the assets of prospective and current employees. They employ high-tech data mining programs or personality tests to “crunch” information about employees’ skills, qualifications, experiences, workload and performance to assess their integrity, loyalty and satisfaction. Or, job candidates are being analyzed to predict their potential fit within the company’s culture.    

   This non-personalized approach to evaluation provides a quick, automated way to size up individuals. But it leaves less room for human instinct, which can be an important barometer of an employees true value.

Realizing Your Own Strengths, Talents and Gifts

   Despite what any data mining software may construe, your contributions as an employee form an integral link in the chain of your company’s success. And it’s important to understand the true value that you lend to your corporate team.

   Whether you’re part of a companywide or smaller work group, you should understand your role and responsibilities as a valued member. Picture yourself as a single, unique Lego building block that can help form a wonderful creation when connected to other pieces. But you have to be willing to add your block to the pile, so others can build on it to produce a masterpiece.

   It works the same way with our skills and talents. All of us have different abilities and unique perspectives that can be instrumental in solving complex problems. For example, if you’re an excellent organizer and coordinator, you should be open to using these skills to produce a smooth work flow within your department or project work group.

   At the same time, you should acknowledge and appreciate the contributions of other members of your team. Rather than hinder, try to help teammates employ their skills to the fullest. No one person knows and can do everything. Think of these quotes relating to teamwork:

•  “Coming together is a beginning. Staying together is progress. Working together is success.”  Henry Ford
• “We must indeed all hang together, or, most assuredly, we shall all hang separately.” Benjamin Franklin

• “If I could solve all the problems myself, I would.” Thomas Edison, when asked why he had a team of twenty-one assistants
• “The strength of the team is each individual member...the strength of each member is the team.”  Coach Phil Jackson - Chicago Bulls

•  “None of us is as smart as all of us.” Ken Blanchard
   

How To Help Build A Winning Team

   So how do you help build an effective team that contributes to a positive, successful work environment? Here are four tips to help you:

Contribute. Everyone is responsible for the success of their team. At group meetings, for example, be an active participant who contributes valuable content. If you’re not familiar with the discussion topic, silently observe the team's process and find ways to facilitate its progress. 

Communicate. Good communication is essential to success in the workplace. We’ve all had experiences of hearing the wrong message, assuming incorrectly, misinterpreting others' behaviors and feeling offended. That’s why it’s important to use clear communication, as well as active listening skills with fellow team members. Don’t just seek to be understood, but also seek to understand.

Be Committed. Commitment equals buy-in. A good work team needs to agree on and believe in its basic purpose — its mission or reason for existing. Work teams that have clarity of purpose can easily visualize their connection to organizational success. With strong commitment to move toward the same goal, the team creates a synergy — a force that is greater than the combined energy of its individual members.

Be Supportive. Good work teams are like close-knit families. They require acceptance, nurturing, patience and support. They won't always agree and often need to compromise their personal preferences to achieve the best results. Effective work teams need continued support and feedback to stay focused and to feel good about what they are doing. For a team to reach its full potential, members must be able to share their thoughts and ideas, and to see that these are valued and heard.  

Copyright 2004
Kate Smalley
Connecticut Secretary
Administrative Support Needs – Transcription Services – Virtually!
http://www.connecticutsecretary.com
kms@connecticutsecretary.com

Posted by Kate Smalley at 08:17 PM | Permalink

If you’ve been in the business world any time at all, you’re bound to have at least one story about how poor communication jeopardized or even killed part of your business.  The inability to communicate has always been a challenge in companies, and the advent of technology to make communication possible 24 hours a day, seven days a week hasn’t necessarily made it easier. In some ways, technology has just given us more ways to miscommunicate! 

Here are five tips to improve your business through better communication.  No matter whether you are the Great Communicator or a person who has a difficult time putting thoughts into words, you can get a better handle on your company and your productivity by being aware of critical communications issues. 

1.   Be aware of others’ communications issues.  Whether it’s a client or a co-worker, be aware of any particular challenges they may have with communication.  A co-worker who is dyslexic may be able to compensate most of the time, but it will be more difficult for her to read at the end of the day when she’s tired.  Leave her voice mails after 3 p.m.  A customer doesn’t know how to keyboard, so don’t expect long emails from him.  Call or meet with him when you need critical information.

2.   Address your internal communications issues.  Most companies have a myriad of challenges when it comes to communication, from disappearing executives who don’t tell anyone where they are going to employees who don’t share critical information with co-workers.  Write a weekly email newsletter to keep your employees up to date on changes or issues.  Make sure all employees have cell phone numbers of every staff member available at all times.  Require periodic reports from uncommunicative employees.</