Building the Machines

Successful Systems

Creating systems is one of my favorite things to do. I love looking at how things work, how they are not working and what can be done to fix the breaks, streamline the workflow and capture ALL the data. Without data it's all just guesswork.

My motto is "Try all the Things!" So I am compulsively downloading and signing up for free trials and putting them through my process. This month I have tired 4 Project Management, 3 Accounting, 3 Email Marketing and 3 e-course platforms (I really need to find the time to share my experiences with all these apps - so many apps, so little time).

Tiffany Bellah, VA 

For my own personal "side hustle" I have been setting up a system that will allow me to bring on more clients, and subcontract some of the tasks I do- offering work to other moms with wifi and attention to detail, an aptitude for tech - and a willingness to wait as I grow.

Systems & Support

Iterations!

Slack, with integrations - Workast and Tracking Time are a nice trio for systematization and record keeping. And I am using Zapier to automate some of the information flow.
Iteration 1, done.

Training & Development
Facebook and Slack are set for internal T&D, and I have two subcontractors currently going through my first training session.
Iteration 1, in process.

Thinkific, an ecourse platform- with room to grow- is for my external T&D. I threw a course up and got a few leads, but it is definitely not what I want my online learning options to look like.
Iteration 1, done.

Sales & Marketing
HoneyBook and MailChimp are the selections I have made for keeping up with all the possibilities and opportunities.
Iteration 1, stalled a little.

Dance Studio Pro

Today is the day I have the big talk very short chat with one of the Co-Presidents of Dance Studio Pro. For about a month and half, I have been contracted to provide email support to their users- and the plan has been for me to move into full time and grow my role.

It's been interesting to say the least. Going from Invisible (radical transparency, lots of meetings, over communication through many channels) to DSP (zero visibility on growth plans, occasional texts, no communication channels created) has me itching to get in there and take over!

After reading up, and absorbing all the great advice from two of my favorite SaaS companies Typeform  (https://www.typeform.com/blog/guides/customer-success/build-and-onboard-customer-success-team/) and Zendesk (https://www.zendesk.com/resources/maintaining-world-class-customer-support-in-a-fast-growing-organization/) I am rearing to go!!

We will see what their vision is and I will begin driving forward with my Strategic Plan, adjusting it to fit their Mission & Values as I learn more. I know I am the right person for this role, I have the right mix of experience, personality, passion and opportunity.

Iteration 1 - let's go!!

Adminja vs HoneyBook for Virtual Assistants

Over the past month I have been setting up my systems and bringing in my team.

Being a software enthusiast, I put 11 programs through my process of non-scientific analysis. My approach has to do with what I am drawn to, what app calls out to me when I wake up in the pre-dawn hours and grab my device.

And then- what also provides me a command central when I sit down to dig in and get busy.

So, I have spent the last month trial-ing software, looking for a project manager / CRM to help me with logistics of sub-contracting some of the work I do for my clients, and an LMS (learning management system) to create training for other VAs. I tried Adminja, HoneyBook, 17hats, FreshBooks (and I really liked FreshDesk, too) and Podia, Patreon, Thinkific, Teachable.
Today it came down to HoneyBook vs Adminja

Fascinatingly enough, I also got to communicate with the founders of both programs today.

Adminja

HoneyBook

Truth be told - both systems are really amazing, and I am so excited to see that they are focusing on the human connections made by the technology that brings us ease and style.

Enjoying every moment,
Tiffany

Virtual Assistant Training

VAs Blog, Webdate 31011.2

The journey is full of hardship, as are most voyages. Things in my personal world are tense- the stuff of life crowds in around and pulls at me, as I center myself and focus on my goals.

For all the moms who find themselves in a place that they cannot move from. Whether is it physical or mental, if you feel hemmed in- unable to grow, much less blossom- know that there is hope. We live in a time like no other.

"She believed she could... and so she did." It really is that simple.

Sneak peek of my new Podcast Cover

September was all about getting set up. My clients were starting their seasons- two are new to DSP, two are new studio owners, 1 has a new baby on the way. Fresh beginnings call for new systems (ok everything calls for a new system)- and new systems allow us the opportunity to streamline, become more efficient and ease our workflow. I am learning the rhythms of my clients and getting in sync with their needs.

In October I will focus on

• training new VAs
• reviewing a couple apps (Adminja or Honeybook, what will it be? Tune in next post and find out! I have been in trial for both, and have calls scheduled with their support people)
• launching my podcast
• keeping up with the courses I am enjoying (currently working on Podcast Production) with VAClassroom 
• bringing on two more clients

If you'd like to chat with me - about being a VA, hiring a VA (me or someone I can recommend if your needs are such) or empowering women to thrive, not just survive, please reach out to me by commenting below or find me on Facebook, Twitter, Instagram or Messenger.

And I am proud to announce that my lovely daughter is following in both my footsteps and her grandfather's. My father-in-law was a graphic designer back in the day, she has his artistic talent and a passion for the digital arts. And she is learning how to be a freelancer already. 

Thanks for stopping by. May the force be with you.