Success Beyond Podcast

The best way to start a business is to just start. When it comes down to it, if you never start then you’ll never have a business. Believe it or not, there’s not a whole lot of overhead that comes along with starting a virtual assistant business, so I’m sharing the tools you need to build your business.

First up, a G-mail account. You CAN use another email platform, but your G-mail account will integrate with so many more tools and it opens up the use of other business tools that you’ll be in daily with your business. So just bite the bullet and sign up for a free account. 

Next, you’ll want to sign up for a trial period with a CRM. I’ve said it before and I’ll say it again (probably a hundred times more) but Dubsado and Honeybook are my favorites. Both have some really great trial periods and training that allow you to slowly but surely get acclimated with their platforms without having to pay in the beginning.

If you choose not to go with either of those platforms, then you’ll also need a scheduler. Something like Calendly or Acuity to get you started and be able to avoid the time suck that is created by trying to set up appointments in your DMs and email. 

Honestly, that’s about it to get started. You need a way for people to contact you, a way to keep track of clients and projects, and a way to schedule potential client calls. Are there more tools to become familiar with? Of course, and you can find most of them in my free A-Z of Building a Virtual Assistant Business. 

Listen to the full episode to hear some of my favorite bonus tools and to gain more insights on the tools listed above. Keep in mind. You have to start somewhere, so just get started!

[00:47] Hey guys, thanks for joining me today!

[02:25] Start small so that you will start.

[04:04] The first thing you need is a Google or Gmail account.

[07:14] Sign up for a trial period for a free CRM, I prefer Dubsado or Honeybook.

[11:24] Having a scheduler which you can set up in either Dubsado or Honeybook is the next tool I suggest. 

[14:07] The next tool I spent time with was Canva, a collaborative graphics creation suite.

[16:50] Trello is the project management tool that I used at first, but I now prefer Clickup.

[19:13] You want your “best” goal to feel you could reach it, but right now it feels out of reach.

[22:03] Artful Agenda is a bonus tool that I use in my business.

[24:45] Flodesk is a great email service provider to use as your business grows.

[26:01] I have created a freebie A-Z list of all the tips, tools, tricks that I have learned over the years.

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A-Z of Building a VA Business

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Become a Virtual Assistant for Photographers

Having a strategic plan for your business is the key to wild growth. Don’t believe me? I’ve lived it. Amy Lockrin is an operations and systems strategist and coach who excels in helping her clients build businesses that they love. We’re breaking down how you can strategically plan your business so listen in and learn more.

Amy and I have known each other for years now. She’s my business bestie, my coach, and a former client. I have no idea where my business would be without her guidance which is why I thought it was imperative to have her on!

She has a way of cutting through all the fluff and getting right to the heart of the matter. Are you doing what you love each and every day? Not sure? How about you write down all the things you love about your business and love doing in your business. 

Look back over the list and tell me, are those the things you’re doing every day? If the answer is no, then this is the episode for you! Listen in to hear all the tips and tricks you can use to get back to building a business you love!

[01:08] Welcome to the show, Amy!

[01:35] Amy shares what she does and who she helps.

[04:01] Listen as Amy chats about her process and what she needs to find out from the client.

[07:37] It’s the small steps taken consistently that get you to your goal.

[08:37] Why strategic planning during set intervals is so important.

[12:41] Having a sounding board you can talk things through with is critical.

[15:14] Things you can put in place to stay on track.

[19:23] Make lists to get everything done.

[21:14] Determine what you want your ideal day or week to look like. Write it out. 

[25:04] When and how to bring on someone to your team.

[28:41] Amy’s favorite business tool is Video Ask.

[30:01] Her favorite quote.

[31:07] Margarita’s on the rocks with salt on the rim is where it’s at.

[32:19] Thank you for being on the show!

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Join the Become a Virtual Assistant for Photographers waitlist!

You’ve decided to become a virtual assistant. Now you’re probably asking yourself, where do I find clients? How do I make a real go at this new venture? On this bonus episode I’m digging into starting your virtual assistant business and building your client base. 

First things first, did you know that you have your very own network of people to find clients in? No I’m not talking about popping into everyone’s DMs and spamming them. I’m talking about making authentic connections and informing people of your new venture organically. 

Build up those relationships because when it comes down to it, successful online businesses value real connection. 

Also know that you will constantly be learning. Join business Facebook groups that align with the services you want to offer. Join groups that are hot spots of connection and discussion. Join groups that give you the space to promote your business and offers.

Once you’ve joined, contribute to the conversation. 

Another great way to start making connections and building your possible client pool is to attend conferences. Right now they’re all virtual but in the near future I imagine we’ll be seeing a form of hybrid conferencing. Make it a point to attend in-person if you feel safe doing so and make real business connections. 

Starting your virtual assistant business and subsequently seeing success hinges on your ability to build relationships. (Introverted? There are business groups for you too!) Don’t be afraid to reach out and make meaningful connections and see where they take you!

[00:45] Hey, hey friends, thanks for joining me today!

[04:06] When you are first getting started, reach out to the business owners that you already know.

[05:46] Join business Facebook groups, get your name out there.

[08:10] Build relationships.

[09:17] Learn the tools that people talk about often and use them for yourself.

[11:24] You want to go into your VA business knowing that you will always be learning.

[14:12] Building relationships are the key to any business.

[16:23] One of the best investments I made at the beginning of my business was attending a business conference.

[18:02] Thank you for listening!

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Become a Virtual Assistant for Photographers

Your gut really does speak to you. SO LISTEN! Have you ever found yourself on a call with someone and you KNEW that they weren’t a good fit. But, instead of listening to your gut you started working with them anyway and it all fell apart? Me too! Listen in and learn how to stop saying “Yes” to people you should say “NO” to. 

In the past 8 months or so, I’ve taken on a couple of clients that I knew weren’t a good fit. They either weren’t in my niche or they needed services outside of my scope of work and I knew as we were talking that I should say no. I didn’t. I let scarcity creep back in and decided to go ahead and take them on. 

Which in the end was a disservice to them and to me. You see when you say yes to someone who isn’t a good fit for you or your business, both you and the client will feel it. They won’t be satisfied, you’ll feel trapped, and if you had only said no, they would likely have found the right fit. 

So, after a year of giving advice and bringing on amazing experts, I knew that I had to talk about this topic. Photographers run into the same issues as every other service provider in that when you cross your boundaries, you’ll feel the strain. 

Listen in to learn why you should get comfortable with the word “no” and ways that you can be sure you’re tuning into your gut. 

Plus, happy 1-Year to the podcast!!

[00:45] Hey, hey friends, thanks for joining me today on our Anniversary Episode!

[02:14] You need to quit saying yes to things you say no to.

[02:54] Stop working with people who are not a good fit.

[04:03] When you say no to the wrong opportunities, you leave yourself open to the good opportunities.

[07:22] When you say yes to something, make sure it aligns with your goals.

[09:34] Two times in the last eight months, I went into a client relationship that wasn't a great fit.

[12:38] Make sure you are working with your ideal client, who needs the services you provide and are willing to do those things within your boundaries.

[15:03] I parted ways with the two clients that weren't a great fit, and within thirty days, I replaced them with my ideal clients and made more money.

[18:01] To grow, we have to challenge those beliefs, doubts, and fears about ourselves.

[18:21] Tag me on Instagram when you say no to someone who isn't a great fit.

[19:48] Have a great week!

How to run a Systemized Business - The Align with Alora Podcast

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Have you ever had a job of any kind? Managed a household? Babysat? Managed money in any form? Then you have the skills to be a VA! Don’t believe me? Keep listening. 

The number one thing I hear from people who are considering moving to virtual assistant work is that they’re concerned they have nothing to offer. They’re concerned about the tech. They’re concerned about the time. They’re concerned about the taxes, legal, and owning their own business piece. 

But mostly they simply do not believe they have the skills to help others online. Does this sound familiar? 

Let me tell you a little story. I’ve held a lot of jobs. When I was younger I mucked out horse stalls for money. A few years later I started working with problem horses. This later changed to some training. 

Then I moved into working in restaurants, retail, I even spent about a year as a bank teller. Fast-forward to becoming a mom and realizing the true meaning of “multi-tasking.” There isn’t a job that I’ve held that I haven’t learned some essential piece of working online. 

Listen in to learn more about how your skills from traditional work transfer to the online world and becoming a highly sought after VA. You have the skills. Step one is realizing it and believing in yourself.

[00:45] Hey hey friends, thanks for joining me today!

[02:32] You have marketable skills as a virtual assistant.

[03:33] The best tip I can give you is to go in and learn.

[08:00] If you have worked in fast food, you know how to multitask; you have marketable skills.

[09:48] I want to take a minute and talk to the stay at home moms.

[11:28] If you want to have a virtual assistant business, you will have a virtual assistant business.

[12:02] Grab a pen and paper and write down the tasks you do on a daily basis.

[15:23] You learn processes as you go along.

[16:59] I didn’t know that I would love customer service, so I created a business where I could do customer service.

[18:41] It becomes easier to serve one audience with a specific skill set.

[19:25] Thank you for listening!

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You are not like anyone else, so why does your website sound like everyone else? You may not actually have this problem, but Erica Comitalo is a content and copywriter who exclusively works with photographers to unlock their unique voice. 

She spends time listening to you talk about your clients and finding the words you naturally use to describe them. She then takes those words and crafts a subtle but effective message designed to positively repel any non-ideal clients while singing to everyone you want to work with. 

Erica started out writing blogs and content but that quickly evolved into doing more brand voice related projects. Her passion is helping you connect with your ideal clients without making anyone feel judged or rejected. 

I loved the positivity in Erica’s message and hearing all about her background and how she found herself working with photographers. The copywriting tips she’s sharing are also perfect for anyone struggling with the words they need for their business. 

Tired of trying to figure out your own brand messaging? Use the links below to connect with Erica!

[00:55] Welcome to the show, Erica!

[01:10] Erica shares what she does and how she got started working with photographers.

[03:20] Erica believes it is fun to make tried-and-true methods unique.

[04:06] Listen as Erica speaks about how she takes a client's personality and puts that in her content to speak to her ideal client.

[06:27] We want them to feel connected to you like they would a friend they are meeting for the first time.

[08:02] Emotions can be put into content and boost calls to action.

[09:30] Learn how to combat a client’s fear of repelling prospective clients.

[10:42] Subtlety is key, so build in little hurdles along the way.

[13:25] Language to use to showcase the kind of photographer you are.

[15:18] Erica shares how she helps clients navigate an overcrowded market.

[17:41] Start with your genuine personality and your sincere appreciation for your clients.

[20:09] Erica gives her views on cuss words on your website.

[24:26] The top three things you don’t want to do when writing copy.

[28:30] Think about who your ideal client is for the next year, don’t look too long term.

[31:11] Erica’s favorite business tool is Dubsado.

[33:04] “I’m not afraid, I was born to do this.” Is her favorite quote.

[34:12] Erica would take Jenn to Flounders and get a Bushwacker to drink.

[35:03] Thank you for being on the show!

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First things first, there is nothing wrong with asking for help. In fact, as your business grows, your family changes, and your life evolves, you’ll need more help than you could ever imagine. I talk about it all the time but I knew I had to dedicate an episode to learning to ask for help. 

I’ve mentioned it a few times on the podcast, but one of the first things that I outsourced was house cleaning. We have a toddler, large dogs, and horses. We need to have a clean house. But as the business has grown, I’ve had less time and much less desire to be the one that makes sure everything is spic and span. 

Having that one day a week that I know the house will be spotless helps me manage one portion of my anxiety which is truly an amazing benefit. 

Next I had to start outsourcing some of the tasks in my business. I knew that I needed help with the business, so I had to step out of my comfort zone and let go of some of the pieces. Needless to say, the business has begun to grow more and more steadily as I removed some of the pieces from my plate. 

I’ve also started being more open about needing to ask for help in my personal life. I’ve always had general anxiety disorder but becoming a business owner and a mom has thrown some things my way that I needed to address. 

So I’ve asked for help in those ways too. 

More than anything, before you start getting help in areas, ask yourself if the fear of asking for help outweighs the benefits of receiving support. If your answer is no, then it’s time to start reaching out!

Have questions? DM on Instagram and I’d be happy to chat with you about it!

[00:45] Hey hey friends, thanks for joining me today!

[01:45] Are you uncomfortable asking for help? Many people are.

[03:00] Listen as I share when I knew it was time to ask for help.

[05:51] Don’t overlook the people in your own home. 

[08:09] Know that there is nothing wrong with asking for help!

[11:25] You will know it’s time for you to get help when things fall through the cracks or the anxiety of keeping everything together is getting too much.

[14:42] Don’t get caught up trying to do everything yourself.

[15:53] If you want to take your business to the next level, be prepared to be uncomfortable.

[18:21] Thank you for listening!

How to run a Systemized Business - The Align with Alora Podcast

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Ever heard that phrase in marketing that when you speak to everyone you speak to no one? I’ve found that many photographers fall into this trap. Which is why Nicole Anderson joined me to chat about the importance of niching down in your business. 

I’m going to ask you a quick question and answer honestly, what type of photography do you do? Do you specifically do weddings and family? Branding? Boudoir? Or, have you fallen into the trap of doing ALL the photography? 

If so, it makes marketing your services very difficult. Think about it, if you love boudoir photography, but your entire instagram feed is filled with maternity and family pictures, how are you going to stand out to your ideal audience? This is true for all business owners as well, not JUST photographers, but since photographers have built in marketing assets (i.e. your photos) it’s important to showcase the RIGHT ones. 

Listen in as Nicole and I chat about her journey and what it took for her to finally niche down into branding photography. She’s also sharing why it was the best thing she’s ever done for her business and her clients and why she recommends niching as quickly as possible. 

If your marketing seems to be all over the place, then you’ll want to pay close attention to this episode!

In This Episode:

[01:06] Welcome to the show, Nicole!

[02:59] Nicole shares when she niched down and why it took her so long.

[06:35] When you try to speak to everyone, you are speaking no one.

[09:16] Consistency is the key to social media.

[10:58] Listen as Nicole shares how to create content that captures someone's attention so they will be a lead in your inbox.

[13:13] The photo has to make you feel something.

[17:40] They discuss a good process for when it's time to niche down.

[21:12] Try things until you figure out what you love doing, trust your gut.

[23:37] How to become an expert at what you do so that you can raise your prices.

[27:53] Ready for an actionable tip that will help you figure out what you love to do?

[33:42] Focus on the social media platform that your ideal clients hang out on. You don't have to post on every platform.

[35:48] Nicole's camera is her favorite business tool.

[36:31] "People don't buy what you do; they buy why you do it."

[38:43] Nicole shares where she would take Jenn for a drink and what they would order.

[41:22] Thank you for being on the show!

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Find Nicole:

Nicole Branderson

@nicolebranderson

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@notbrandsurgery

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Find Jenn:

Success Beyond The Lens

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SOPs, or Standard Operating Procedures, are highly necessary for your business. Don’t believe me? Have you ever tried to hire someone but you didn’t know where to start because you couldn’t clearly define the role or need that you had? 

If you had SOPs on hand, that wouldn’t be a problem. Then when you hired this person, you’d have a clearly defined set of how-tos and tasks that they’re responsible for. Plus, if they had any questions, you’d be able to refer them to the standard operating procedures for the tasks assigned. 

Makes hiring sound a lot easier right? 

Then take that thinking even further. Say you really needed to go on vacation because we all need a break sometimes. Would your business be able to run without you? 

If you had the right SOPs in place along with the right team, then the answer to that question is yes! There are so many reasons to start creating SOPs for your business as soon as you can and the biggest is that you are not always available. Sometimes you have to take a break from your business. 

Sometimes that break is forced upon you. 

What will happen to your business if you have no way of handing off tasks to someone else in the meantime? Listen in to hear all of the reasons why SOPs are needed and then take a moment to start thinking about the processes in your business. Have you documented them? 

[00:45] Hey hey friends, thanks for hanging out with me today!

[02:27] The first reason for having SOPs in your business is for outsourcing.

[03:35] An SOP can be anything for your business and especially necessary if you intend to hire someone.

[05:09] Part of equipping a new employee is giving them the tools they need to do the job well.

[07:56] Here is the benefit of you owning the SOPs instead of someone who works for you.

[08:44] Reason three is if anything happens to you so that anyone in your business will know what to do.

[10:47] When my father passed, he didn’t have any SOPs in place so that my mom and I could handle his affairs easily.

[13:15] I know this isn’t fun to think about, but it's something that everyone should put in place.

[15:25] Pull up a google doc and write the process for each thing you do and label them appropriately. Having these things documented makes running your business easier.

[18:57] Thank you so much for listening!

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It’s true. Photography is less about taking a photo and more about building a sustainable business with sound practices and procedures. Deevo joins me to chat about growing his own businesses and why he’s always known that it’s about more than just taking a photo. 

We’re diving deep into his actual business practices and why it’s important to have processes that take your customer from inquiry through the final product. In fact, he never even considered building a photography business until he had a terrible experience with his wedding photographer. 

It was then that he realized he absolutely could do it better. 

But not without help. After building up the business and creating a streamlined machine, he realized that he needed help. Not just any help though, the right help. Which is when he learned a lesson in placing people in the right positions for them. 

This was an amazing conversation. From top to tail we cover it all and even dig into the mindset it takes to build a successful business. One of my biggest takeaways? It’s all a work in progress. We are constantly working on ourselves and that progress shows itself in our businesses. 

So, what are your takeaways from this discussion? 

In This Episode:

[00:59] Deevo shares his background and businesses.

[03:36] Listen as Deevo discusses why he believes it’s not just about taking a photo.

[06:34] “Photography is the vehicle that allows me to create my craft.”

[10:47] There is a difference between taking a photo and creating a photo.

[12:09] His process from the first contact with a client through the final product.

[14:39] “If you are marketing to everyone you are speaking to no one.” 

[19:03] Why you need to find talented people to help you grow your brand.

[24:03] Deevo talks about working for his business instead of running his business.

[27:20] Jenn believes you should outsource everything you can.

[34:29] We live in an instant gratification world and we’ve grown lazy.

[33:27] If you want to grow a business, you have to get into the trenches and it takes time.

[38:26] The mind is a fantastic recording device.

[40:44] A tip for anyone who is trying to create an experience for someone.

[43:27] The phone is Deevo’s favorite business tool.

[44:03] Deevo explains his favorite quote. 

[49:42] Where we would go for a drink in Charlotte.

[51:23] Thank you for listening! 

Links and Resources

Find Deevo:

Fusion Photography

Facebook | Instagram

Find Jenn:

Success Beyond The Lens

@successbeyondthelens

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@successbeyondthelenspodcast

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