Streamlining your life not just in work, but in life, too.




virtual personal assistant

What if I told you that hiring a virtual personal assistant can help you streamline your success in work and life? By hanging off your To-Do List of menial tasks, your productivity will be supercharged. You'll be able to focus on things at work and in your everyday life. For example, your virtual personal assistant can check your calendar and send your wife flowers on her birthday, or make sure you aren't double booking yourself.

A virtual personal assistant can also check out travel packages for you, and book your next vacation. She can buy basic necessities on Amazon and have them shipped to your door. What about finding a dog walker to take Fido out for a walk when you’re busy at work? Yep! Virtual assistants can handle that as well.

In fact, I can think of 20 things you can have your remote personal assistant do:

  1. Sort your email so you can finally try to reach the elusive Inbox 0!
  2. Answer your phone and deal with telemarketers for you.
  3. Take messages while you’re away from your desk.
  4. Coordinate team projects to ensure milestones are being met.
  5. Search travel sites to find your next vacatio.
  6. Help find a hire a dog walker.
  7. Handle your calendar to ensure you don’t overbook yourself.
  8. Order birthday/anniversary gifts for your wife/husband/mom so you don’t look like an overly busy jerk that forgets important dates.
  9. Find a reputable dog walker to take your puppy out during late nights at the office.
  10. Schedule fun Facebook posts for your personal profile, so it looks like you are doing things outside the office!
  11. Schedule Facebook posts for your business so you can stay top-of-mind with customers and leads.
  12. Tweet on your behalf so you can become a respected online influencer.
  13. Make reservations for two at a nice restaurant and send you an email reminder so you don’t miss dinner with your better half.
  14. Order things you need on Amazon so they arrive at your doorstep like magic.
  15. Finding NY Times best seller books on Audible so that you can listen to them in the car and tell people you always make time for reading.
  16. Provide support to your customers at all hours of the day and night so you can get some sleep.
  17. Make sure all information is entered into your CRM, so you don’t miss out on sales.
  18. Handle small data entry tasks so you can stop beating your head on the desk knowing there are a million other things you need to do.
  19. Reach out to mommy bloggers to help promote your new product/service.
  20. Manage your Airbnb listing.


25 Tasks to Outsource to a Virtual Assistant


25 Tasks to Outsource to a Virtual Assistant

One of the biggest reasons why entrepreneurs these days struggle to expand their businesses is because they are merely wearing too many hats.They do everything in their business.They ARE the business! It’s a slippery, downward spiral that most entrepreneurs are suffering from, what I frequently refer to as ‘Superhero Syndrome,' will ultimately face – if they don’t change the way they are doing things. Fast!

Hiring a Virtual Assistant to off load the low hanging tasks that burn up your mental time an energy will allow you to focus on the things that matter most - the growth of your business. By hiring the right people, this will allow you to build an amazing product or service. 

Virtual Assistants help you ‘buy more time’ in your work day, alleviating entrepreneurial stress and allowing you to start working on your business, instead of being trapped, working in it, instead.

25 Tasks to Outsource to a Virtual Assistant

1.    Email Management/Filtering
2.    Setting up Autoresponders (Aweber, Mailchimp)
3.    Booking appointments with clients
4.    Following up with clients/customers (sending thank you and happy birthday emails)
5.    Receptionist duties (answering occasional calls)
6.    Calendar Management
7.    File Management (organizing files using Dropbox etc)
8.    Database building (eg. updating email or contact lists on your CRM)
9.    Research on certain topics for blogposts, newsletters or others
10.  Personal errands (purchasing gifts for loved ones / family members online)
11.  Hotel and Flight Booking
12.  Transcription (transcribing voicemail, video or audio, podcasts etc.)
13.  Taking down minutes of meetings
14.  Creating basic reports (reports on weekly tasks, deliverables, sales)
15.  Preparing Slideshows (Powerpoint Presentations)
16.  Liaison between you and other team members
17.  Recruitment (source for other team members like writers or graphic artists)
18.  Set-up Social Media Accounts (Facebook, Twitter, LinkedIn, Youtube)
19.  Manage and update Social Media Accounts
20.  Manage your Blog (Basic WordPress Skills)
21.  Publish posts on your Blog (content you provided)
22.  Filter  and reply to comments on your blog
23.  Answering support tickets (with the use of Zendesk)
24.  Blog commenting (to increase links to your site)
25.  Participating in discussion forums or message boards (more promotion!)



How-To Manage E-mails More Effectively

Take a step back and think about how much time you spend in a day checking e-mails, trying to get in touch with people.

Believe it or not, having good e-mail management skills can be equated to being productive. With the large amount of time e-mails take up in most of our lives, learning how to optimize the way you deal with e-mails can greatly influence the  way you balance between productive and free time in your day.

(Source: We Heart It)
(Source: We Heart It)

For another, being glued to your e-mail server for hours at a stretch is often a way of avoiding the fact that you have work to do by passively talking and communicating about it. It's important to not mistake laziness for productivity when you spend less time actually doing work than e-mailing about it.

Using the three simple steps below, dealing with e-mails might be less of a task and more of an accomplishment. Have any more suggestions? Be sure to share it with us in the comments section below!

Stick to a Schedule

While it might seem ridiculous to incorporate blocked time slots to check e-mail into your daily schedule, if you spend an excessive amount of time waiting for and responding to e-mails, then this might be the way to go. Think about it—very rarely do you need to respond to a note less than a few hours from when you receive it.

E-mails often contains lists of tasks you need to accomplish. They serve as a reminder of things you forgot to do or need to add onto your agenda. And more likely than not, they are a source of stress. If this is the case, reduce the burden on your day by allotting yourself only specific times when you will let yourself be bogged down by e-mails.

Reduce the burden on your day by allotting yourself only specific times when you will let yourself be bogged down by e-mails.
Reduce the burden on your day by allotting yourself only specific times when you will let yourself be bogged down by e-mails.

There are several mail servers which have options that let you choose the times in the day when you receive mails. Using these services might bring you one step closer to freeing up your day!

Work those Folders and Archives

Being disorganized reaches its peak when it comes to e-mails. Very few of us (including myself!) take the time to sort e-mails based on urgency or subject matter. Just think about the sheer amount of time it takes to dig through hundreds of e-mails to find an important message from months ago: all of which can be avoided from being organized from the start.

Utilizing apps like Mailbox app can help you stay productive and manage your email inbox for efficiently. This nifty app allows you to archive e-mails that you don't need in the forefront of your mailbox, push away e-mails that you don't want to deal with until a later period in time, and sort messages according to their topic. Let this app enhances your productivity and time management for the better.

Avoiding E-mails All Together

While it's easier said than done, avoiding e-mails might in fact enhance your level of productivity rather than impair it. Just think about it: how many times have you ignored an e-mail just because of the sheer number of people CC'ed on the communication? And how many times do you procrastinate on replying to a message, only to forget about it all together?

Don't be afraid to pick up your phone and make a call if needed: E-mails aren't always the most effective way to communicate.
Don't be afraid to pick up your phone and make a call if needed: E-mails aren't always the most effective way to communicate.

It's easy to loose an e-mail among the stream that comes pouring into your mailbox each day. What's worse is sending someone an important electronic message, only to wonder if they will end up seeing the message at all. Having a computer on you at all times does not mean you need to boycott other modes of communication. Don't be afraid to pick up the phone and leave someone a voice call when you need to get a note across—fast.



How-To Perfectly Customize Your Work Space

The way you work is personal. Think about it — the way you place the things that matter around you, the stationary that you use regularly to boost productivity, and the pictures and momentums that you intersperse in your surrounding, all play a role in making your work feel like home.

Your workspace — whether it be an open community office, a cubicle, or your personal study — can go miles towards becoming your personal sanctuary with just a few simple steps.

Workspace via Pintrest

Workspace via Pintrest

1. Light it up

Light is as personal as it gets. We all perceive different levels of light to be pleasant, and the way you choose to light up your living space says plenty about your personality. Do you like colored lamps, or bright, fluorescent lights? Do you like a space with more natural light, or some place that's a bit more dim?

Look at the way you light up your house to make it comfortable, and try to mimic that in your workspace. By using similar bulb tones and colors, you will bring comfort straight from your home to your work, and create a more comforting and relaxing work environment.

2. Plug in some sounds

Look around you. We live in an era where it's impossible to not stay plugged in and connected to music. If music is something that improves your productivity and your ability to work creatively and inspirationally, then adding music to your environment could be the trick.

Find a playlist that fits your style. Do you like classical, or is something heavier more suited to your approach to work? Do you like more natural sounds or white noise as compared to actual music?

While music isn't generally considered a large part of workspace customization, if it impacts the way you feel about work, it's important to take into consideration.

3. Au Naturale

While adding a plant to your work space may seem like a clichéd approach to customization and decoration, some flora never did any hard. Plants proven to add optimism and positivity to a work environment.

Whether you choose to stick to keeping a small lucky bamboo or potted plant on the corner of your desk or choose to adorn your work space with plants is up to you. At the end of the day, giving yourself a break from your work tasks by caring for a plant can go miles towards improving the levels of heartiness you have towards your work.

4. Bring along home

Is there a coffee mug you drink from at home that you can't feel at home without? Do you hang a calendar by the door that you absolutely live by?

You may try to avoid bringing your work back home, but that's no reason why not to bring your home to work. To make your work into your second home and to enjoy being at work as much (or almost as much) as you enjoy being home, work needs to feel like home. And the best way to truly create that feeling is to bring things to work that remind you of home.



How-To Eat on the Job

how to eat on the job

Do you pay attention to what you eat while on the job?

Certain foods boost productivity. And others, they impair the same.

Your food has a direct impact on the efficiency of your day and the food that you intake in the middle of you day affects how the rest of your day will turn out. Similarly, if you're providing food to your employees and hoping to create a more productive workforce, then carefully planning out the plate might be one step towards boosting work ethic on a daily basis.

Did you know that worker's who ate healthy had a 25% boost in job productivity? And a regular intake of fruit and vegetables lead to a 20% increase in job performance?

It's not an uncommon feeling -- feeling lethargic, or unwilling to work, after a heavy, carb-filled meal. However, it's an avoidable feeling.

Sugary foods. Soda or candy, can make you feel spaced-out, weak, confused, or nervous once the glucose in your brain drops, known as a sugar crash.

Heavy, calorie-ridden foods. Foods like hamburgers and fries will make you sleepy and slow you down at work.

Eating too little can make you process information more slowly, take longer to react and have more trouble remembering sequences.

While sugary carbohydrates are often eaten as a reward for a "job well done" at work, a the real reward may lie in a healthier collection of foods like almonds, carrots, berries, and bananas. Companies like Graze and NatureBox offer great, healthy snacks on a subscription basis, which makes it easier to provide healthy snack options. 


What type of snacks do you reach for to keep productive?