What is a Webinar and How Can I Put One On?

Web conferencing is a service that allows meetings and events to be shared by users in remote locations.  Referred to as on-line workshops or webinars, these events can be used for:

• Meetings
• Training events
• Lectures
• Sharing information on new products and services
• Promoting your business

This dynamic and engaging platform helps you build an audience that will regard you as an expert in your field, as well as keeping your education and travel budgets down.  With a little bit of planning, you can integrate this tool in to your marketing plan.

Determine your format
There are several available formats for running a successful webinar.  Take a look at this table for tips on how to choose the right one for your presentation:

	Description	Pros	Cons
One Speaker	A single presenter speaks, demonstrates, and answers questions from the audience.	Fewer people to coordinate and train on the webinar tool.	Lone presenter is more likely to become authority at the “front of the room” which may create reluctance to ask questions.
Interview Style	Interviewer asks a set of predetermined questions.	·         More engaging to hear multiple voices. ·         Interviewer asking questions often encourages audience to do the same.	·         More people to train and coordinate. ·         Scheduling run-through and webinar may be more difficult.
Moderated Panel Discussion	Multiple people on the line at the same time, with a moderator facilitating the discussion.	Offers variety of voices and perspectives.	Can be challenging to keep panelists from only talking among themselves.
Interactive	Audience members participate fully via instructor-led exercises and facilitated discussions.	Participants receive deeper understanding of topic because they’re fully engaged in dialogue and exercises.	·         Can only accommodate a small group. ·         Requires experienced teacher/facilitator.

Fill Roles

Once you have determined the style, then you'll need to fill the appropriate support roles for the webinar.  Basic roles are:

• Organizer/facilitator - this will be the person who schedules the session, creates the visuals, invites the attendees, tracks the participants, and follows-up afterwards.  You can take this role on yourself, or delegate it out to your Virtual Administrative Assistant so you can concentrate on being the expert.
• Presenter/subject matter expert - you will generally be filling this role, but you can draw on others in your field for the interview or panel discussion style of webinar.
• Assistant - during the actual webinar, you need to have an assistant that will help it run smoothly.  That person will be answering technical/logistics questions, running the slide show, and gathering other information that the presenter will need.  Again, this is a perfect role for your Virtual Administrative Assistant.

Plan Your Visuals

Webinars are a platform that relies on audio and visual content to get your message across.  Instead of having text heavy slides, use interesting visuals that illustrate your topic.  Have an intro slide that shows log-in information as well as logistic information like how to ask questions.  If your are using one of the multi-presenter formats, have a slide that introduces all parties with pictures if available.  Include a brief overview of the agenda and topics that will be covered.  When you are going to be referencing web sites or tools, try to include live versions or screen shots of those things.  Use interactive exercises like polls and Q&A sessions to keep the audience engaged.  Remember, your audience will probably lose attention if your presentation is longer than 30-60 minutes so build your presentation accordingly.

Pick a Provider

There are many providers (and growing) for putting on webinars.  You can use services such as DimDim.com, Yugma.com, GoToWebinar.com, or any provider that you are comfortable with.  Things to keep in mind when deciding are:

• How many people will be accommodated
• Cost of the service
• Does it have the features you need
• How is the audio portion handled
• Can you record the session for future viewing

Once the provider is set, don't forget to practice at least once with all the presenters and your assistant to make sure you're familiar with the tool.  Don't make the actual webinar the first time you log-on and try it out.  You want to be seen as the professional and expert to your customers.

Schedule & Invite

Now you're ready to schedule the session and invite your attendees.  The most effective days for webinars is Tuesday, Wednesday, and Thursday during the afternoon.  Set yourself a goal for invitees and attendees remembering that most webinars achieve a 30% attendance rate.  Your invitation should be targeted, somewhat personal, and sent at least 3 times to be effective.  Promote your webinar through your website, social media outlets, and blog to reach the widest possible audience.  Have your autoresponder send a thank you email and registration confirmation to each participant that signs up.

Follow-up

Everyone that took the time to participate in your webinar trusted your advice on and was excited by the topic that you chose to speak about, don't let that opportunity pass you by.  Follow-up the webinar with some value added contact that will cement your name and business in the customer's mind.  You can send each participant a copy of your presentation with additional text and exercises, you can give them a free service such as a short consultation, or you can add them to an exclusive newsletter or website access list.  This is a great chore to outsource to your Virtual Administrative Assistant.

The marketplace is quickly changing and customers are always seeking a more personal connection with the businesses they frequent.  Webinars are an excellent way to build your following and your reputation as an expert in your field.  Take the opportunity to differentiate yourself from your competition and dive in to the wonderful world of webinars.

Getting the Most Out of Business Cards

Being a small business owner and a member of many networking and community groups, I find myself the recipient of many business cards.  These are full of information for connecting with potential customers and vendors.  Handling those cards (and my own business cards) can help grow my marketing reach and my client roster.

First let's talk about how to use your own business cards to increase your networking effectiveness.  You should keep a handy stash of your cards everywhere; in your purse or wallet, in your car, on your desk, and anywhere you might run in to other people.  Invest in a nice holder for your cards so that they stay wrinkle and crease free.  I bought a nice little metal holder for $3 from my local Target store, but you can find leather holders or even ones that have engraving on them.  The key point is to get something that you will actually carry around with you.

Make sure that your cards are clear and present a clear and professional image.  Have easy to read contact information.  I've included a QR code on my cards that allows smart phone users to simply scan all of my contact information using their camera.  I used a free on-line QR code generator, but there are also apps available that will do the same thing.  If you have team members working for you, get them their own business cards.  They will act as another arm of your marketing plan.

Be generous when it comes to handing out your cards, hand them out at least two at a time.  Don't get cards that are so expensive that you are loathe to give them away.  You should feel comfortable posting them on bulletin boards, using them to introduce yourself at social functions, and using them as scrap paper to give people notes on.  Another good idea is to include a business card with all of your correspondence, even when you're paying bills.

Then there are all of those business cards you collect from others along the way.  Sometimes they may feel overwhelming, and you just push them aside.  How many of you have a stack of rubber banded business cards that has been sitting in your desk for months?  Don't let those opportunities pass you by!

Here are 4 easy steps to getting the most out of a business card that you get:

1. Put it in context - Make notes on the back of the card about the event and details of your conversation.  Also note any follow-up or action items that you promised during the encounter.
2. Store it in a set place during the event - Put the cards collected either in your wallet, purse, or notebook pocket so that you can easily access it later.  Keep these cards separate from your own cards to avoid having to rifle through a stack to hand your's out.
3. Review the card after the event - 24 to 48 hours after the exchange, review the card for context and any action items that need to be completed.  Loading the cards in to your address book is key at this juncture.  You can then either send a follow-up email or even a handwritten note.  Entering the cards and sending notes is a great assignment for your Virtual Administrative Assistant service such as Administrative Business Consulting.
4. Connect to your new contact - Find the new business or person on LinkedIn, facebook, or any other social media platform that they are active on.  Connect to them and ask them to connect to you.  This will grown your marketing reach even further.

Now for the elephant in the room--REFERRALS.  When you hand out your cards, don't be afraid to ask for them.  It can be as simple as saying, "I'd really appreciate it if you would pass my information along to anyone you think might benefit from my services."  This gets the other person thinking about what you do and who they know.  And offer them the same.  Let them know that you will keep their card handy and that you will let others know about their business.  You're more likely to get referrals from someone who feels like you'll give them out.

Now dig that stack of cards out and start connecting!

Making the Most Out of Working From Home

In today's technologically advanced world, more and more people are taking the opportunity to work from home.  It could be a telecommuting situation or actually running a home-based business.  While working this way removes stresses, it can also add them to your daily work life.  Here are some simple tips for making the most of your home/work arrangement.

Having a routine is an essential first step in establishing your home office environment.  When I first began working from a home office, I really struggled with this.  I was getting up at different times, randomly tackling tasks, and basically finding myself stressed at the end of the day with not a lot to show for it and maybe not even showered.  Getting up at the same time every day, eating breakfast, exercising, and getting dressed for work set me up to be more productive and successful in my home office.  You should pick a routine that works for you and stick to it.

Set up a space in your home dedicated to your work.  This could be a separate office in a spare room, a section of your own room, or even the garage for that matter.  It is wherever you feel comfortable and productive.  Make sure you have adequate lighting, a fairly quiet environment, and access to the equipment you need.  Define this area as your work space, and make that clear to your family or housemates.

Staying organized can be one of the biggest challenges of working from home.  When I left a traditional office to the home office, I went from being extremely organized to letting things go a little bit.  My papers were beginning to just be in piles all over and I was losing focus on what I wanted to accomplish each day.  Setting up my calendar on Google so that I only had to enter appointments in one location (phone or PC) was a huge help.  Now my phone and my computer say the same thing.  Using a task list program, such as Outlook, keeps me focused on what the priority actions are for the day and the week.  I also bought a label maker to get my file folders neat and organized.  A disorganized work area can add to your stress and make it difficult for you to be productive.

Clearly defining your work hours to yourself as well as to your clients, family, and friends is helpful in creating a good home working environment.  I often find myself continually looking at my email well in to the night instead of spending that time winding down.  This is frustrating to those around you and makes you feel more pressure.  On the flip side, don't let distractions available at home deter you from accomplishing your work tasks.  Be clear with your clients that you will be available during specific times, and stick to it.  Scheduling yourself breaks during the day, such as lunch, is part of defining your work hours.

Working at home can sometimes feel like being alone in the world.  If most of your interaction during the day is electronic, you can start to feel isolated and less satisfied with the home office situation.  I belong to both Toastmasters and Business Network International.  These two memberships serve a dual purpose: they each get me out of my home office once a week to interact with other people and they give me an opportunity to network with other professionals.

Lastly, double check your homeowners insurance coverages when setting up your home office.  If you will have clients or coworkers come to your home for business purposes, you might need to add some specialty riders depending on your policy.  The time to do this is now and not after someone slips on your front walk.

Working at home is a privilege that many of us have been lucky enough to have.  If you set yourself up for success by thinking ahead and doing some planning, you will love it as much as I have.

A Business Plan is Essential for Future Success

When embarking on any new venture, it is essential to have a well crafted plan to be successful.  It's no different when you're starting a new business or working on revitalizing an existing one.  This living document generally projects 3 to 5 years ahead and outlines the route your business will take to reach your goals.  There are generally nine areas that need to be covered in your plan in order to have a clear picture of where you want to be in the future.

Executive Summary - This provides a snapshot of your business as a whole including your company profile and goals.  The Executive Summary will be your first impression for investors and company participants, so spend some time really thinking about where your business is, where you want to take it, and why your idea will be successful.  Some good information to include is:

• Mission statement
• Company information
• Growth highlights
• Products and services
• Financial information
• Information on target market
• Summary of future plans

Company Description - Here is where you give more detailed information on what you do, what differentiates your business for others, and the markets your business aims to serve.  Make sure and describe the marketplace needs that you are trying to satisfy and how your products or services are going to meet those needs.  Also highlight any competitive advantages that your business has such as location, expert personnel, or value of offerings.

Market Analysis - Knowing who your customers are is vitally important when starting a business.  This is the section where you highlight your research about your industry, market, and competitors.  It should emphasize your knowledge and research about who you are going to target and how your business will deliver more successfully than your competitors.

Organization & Management - This section should include your company's organizational structure, ownership information, profiles of your management team, and qualifications of your board of directors (if applicable).  A simple but effective way to lay out your structure is to use an organizational chart with narrative information.  Ownership information should be as detailed as possible, even if you are a one-person operation.

Service or Product Line -  You need to tell the story of what you sell and how it benefits your customer in this section of your plan.  You should talk about how your product or service is going to meet a specific customer's needs, any advantages your offering has over your competitor's, and what stage of development your offering is in.

Marketing & Sales - Here is where you lay out how you plan to gain customers and how you plan to sell your products and services to those customers.  The overall marketing plan should include:

• Strategies for - market penetration, growth, channels of distribution, and communication

The overall sales plan should include:

• A sales force strategy and planned sales activities

Funding Request - If your company is seeking investment or bank funding, this section should be included in your plan.  Include specific requests for funding and the plan for how that money is to be distributed in your business.  Having a debt repayment plan in the funding request will help assure potential investors that you have a long-term plan for success.

Financial Projections - This section should be developed after you've analyzed your market and set clear objectives for your business.  Historical (if available) and prospective financial data will need to be included in this section.  If you are a start-up, take a look at information for similar businesses as a base for your projections.  Think critically about what your overhead and selling price will be.

Appendix - An appendix is optional, but it is a good place to include backing material to support the statements and projections for your future plans.  Possible things to include are:

• Resumes
• Credit histories
• Product pictures
• Letters of reference
• Details of market studies
• Licenses, permits, and patents
• Copies of leases
• Contracts
• List of business consultants

A successful business plan is not a static document that gets written once then is never consulted again.  Your business plan should be reviewed and updated no less than once a year.  It will serve as a check-up on where you are compared to where you wanted to be.

If you've never written a business plan before, there are many templates available in programs such as Word or on-line.  For more information on how to make your plan stand out, check out the website of the Small Business Administration.

Creating Outlook Email Templates

Has this happened to you recently?  You're typing an email and you get the feeling that you've done this exact thing before.  When you look back at your sent items, you realize that you have typed this email message before.  Actually you've typed it about 10 times in the last week.  Outlook has a quick and easy way for users to create email templates that allow you to speed through those standard emails.

The first step is to write out your standard email.  It could be information that you send to potential new customers, the thank you message you send to colleagues after a meeting, or the appointment reminder that you send before meeting with a client.  If it is something that you send frequently with only minor changes for personalization, then it is a great candidate for an email template.  Open a message pane in Outlook and type out your email with a subject:

Next, instead of hitting the "Send" button, click on "File".  Choose "Save As", then "Outlook Template" from the "Save as type" drop down menu:

Now you're ready to start using your new Outlook email template.  Next time you need to send out this standard email, choose "New Items" from the ribbon at the top of Outlook.  From that drop down menu, you will opt for the "More items" and "Choose form".  Change the "Look in" field to "User templates in file system" and you will see the email template you created.  Double click the name of the template, and your email pops up ready for editing and sending.

If you don't want to spend your time setting all of your standard email templates up, you can outsource this task to a service such as Administrative Business Consulting.  Hiring a virtual administrative assistant can help get your Outlook organized and get you back to the core of your business.