Are you a coach, consultant or practitioner who schedules client appointments? How do you accomplish that? Do you usually book through email or the phone? Do you manage the process yourself or have an assistant?
These are important considerations for the heart-based business owner.
If your business and services description is clear on your website, you may opt to use scheduling software to integrate with your website. A client merely clicks the date they want to schedule, and after an autoresponder email, they’re confirmed. The software integrates with your own online Google or Outlook calendar so you know who is scheduled when.
This works well for readers and other practitioners whose consultations have the same specifications – the length of time and other considerations are spelled out, which little need for questions or discussion.
There are dozens of great applications to accomplish this easily, such as TimeTrade, Accuity, or SetMore. Be sure that the software you choose offers payment options as well, so the client can schedule and pay at the same time. The client should receive some sort of confirmation email to remind them of their chosen time as well as any tips or advice you wish to offer.
If your business is more customized, you may wish to hire an appointment scheduler who you can train to answer questions and offer guidance. This assistant should be detailed oriented and focused, understanding not only your business but also the nature of a client’s needs. She or he should be able to keep track of time zones, confirmations and cancellations, and also should manage the payment process for you.
Regardless of how you choose to accomplish client scheduling, it is probably not in your best interest to manage it yourself. Think of how much time you could gain in your day if you only do your work, and not the scheduling of your work!
As we all do, I get many notifications through social media and email that I want to follow up on ... helpful business tips, a new article on copy writing, someone I want to connect with, etc. But in my scheduled times to check both email and social media, I cannot (should not, don't want to) take the time and interrupt the flow of my to-do list to read the item.
Here's what I do - I use a parking lot! (My thanks to my colleague Lisa Crilley Mallis of SystemSavvy Consulting for the parking lot concept!)
I will open the link I receive in social media or an email, and leave the tab open (parked) on my internet window while I work on the task at hand. And when I am completely done with my work for the day, THEN I can go back and review what I have open. I'm fairly disciplined so having the open tabs does not draw me into sneaking a peak, but if you are not so disciplined, here's another step to try. Open a Notepad or Word document, and paste the links into that page for later reference. Then CLOSE the internet window you find so tempting! If you have dedicated time in your schedule that day to review the links, go right ahead, but you can also save the document and get to it when you do have time scheduled, or on an off day.
Give it a try - it works for me!
I often write and speak about delegating and outsourcing whatever does not serve you and your business. But how do you know for SURE what those tasks should be?
Let me give you an example. I had a client (who for the sake of simplicity I will call Carol) who was a speaker and author and also individually coached clients. She did all those things while simultaneously scouting and scheduling her own speaking engagements, researching publishers and websites for her writing, preparing for and scheduling clients. AND attempting to create a website, a social media presence, and copy writing.
Tired? That’s not the word for it! Ineffective? Yeah, that too. Carol’s every moment was filled with work, yet little got accomplished. She was amazing with words - a superb writer and an engaging speaker. She enjoyed using her words one-on-one with clients. Because of this she was also a great copy writer and knew what she wanted to convey.
But Carol frequently missed client appointments, lost her notes on speaking engagements, and missed publication deadlines. Her online presence was not professional because she had few technical skills, and it showed.
When she finally decided she could do better, she scheduled a call with me, and together created a list of the tasks she is just awful at doing but that were important. Staying with the “important” classification, then we then tackled the tasks she did a fair job or was awesome at doing. Carol could see that she spent a great deal of time on tasks that not only she did not do well, but that she could easily outsource to those who DO do them well. After learning to delegate, she found a wealth of time she could spend on those tasks that not only served her business but that she very much enjoyed.
You can follow Carol’s example – download your own complimentary Delegation Audit here, and learn what tasks you could be delegating to an expert assistant.
Sometimes I think I will.
Five simple words with simple meaning. Yet just like magic, the meaning drastically changes when a bit of punctuation or phrasing changes.
Sometimes, I think, I will.
Sometimes I think; I will.
Sometimes, I think I will.
I think, sometimes, I will.
I will think, sometimes.
Do you see how a few tweaks can change the meaning of a simple sentence?
As an editor and proofreader, it is my role to make these sorts of tweaks to an author's writing, while still preserving the original meaning and intent. I often see phrasing or punctuation
Take this meme, for example - notice how drastically the meaning changes with the addition of a simple comma.
However you write, and in whatever format, read through what you've written to ensure that your meaning is clear and as intended.
And when you need objective, experienced outside support, call me!
I am often asked why I call myself a Spiritual Virtual Assistant. In fact, a couple of coaches over the years have recommended I drop the "Spiritual" in order to attract a more mainstream audience.
They missed the point - I don't WANT a more mainstream audience! My "peeps," my ideal clients, are those who are heart-based, who offer services that benefit their clients, mind, body and/or soul. I have worked with coaches, authors, intuitives, holistic health workers and the like. We all address all aspect of the person we’re working with.
For instance, I work with two talented business coach clients. On the surface they may not appear “holistic,” however these two women work from the heart, teaching their clients and their audiences to have happy, healthy lives, whether at work or at play. They know how important “me time” is to a busy entrepreneur, and how much of an energetic impact cooperative teamwork can have.
In my own practice, I have a holistic process in working with clients. I allow my intuition and my gut to guide me, I rely on my left brain to provide a framework, and I listen on a deep level to the words and feelings in our conversations.
So ask yourself the question, “What does it mean to ME to be holistic?” How do you do what you do in a holistic way, or do you? How do you incorporate the whole person, and sometimes the whole organization, into your teaching or your practice?
If you can’t answer the question at this point, it might be helpful to look at your practice as a whole. What processes could change to better benefit you and your client? How can your marketing more holistically reach your ideal audience? How can you redefine your work when asked, “So what do you do?”
When you feel satisfied with the answers to these questions, then you’ll know you’re truly operating from a holistic standpoint.
Are you contemplating starting or finishing that long-awaited book? Yes, long-awaited – your clients and prospects need to hear what you have to say! Think of all the experience you have in your field, all the expertise, tips, ideas, and enthusiasm. If you ever say to yourself, “Sure, but others have already said it better than I could!” then think again – nobody else has your unique filter, your individual experience, and that specific experience could be exactly what others need to connect with.
Also think about your own mentors, those from whom you have gained knowledge, a creative spark, or a push toward a goal. Imagine what it would feel like to be those things for others. It is thrilling to see the excitement generated by the transfer of ideas between like-minded people.
If you’re a “framework first” kind of person, then start with an outline. What general topics do you want to cover? Within each of those main points, jot down what you specifically want to talk about.
If you’re a “let it flow” kind of person, then do just that. Let the words flow, as if you were talking to a friend. Add the structure when you’re done – look at each idea you’ve written, and rearrange like a jigsaw puzzle into a logical order and structure for your readers.
Think too of what final format would be right – a brief e-book? A lengthier published work? A series of articles online?
There are many online resources to help you get going, and to help with final structure. First, GET IT DONE. Get the book out of your mind and onto paper, then decide how to best share with your public.
One of my talents that serves me and my clients well is an ability to devise a framework, a structure for ideas to build on. I was once described as a mason, repairing and building the pillars that hold up the roof. Structure creates order, sequence and a foundation for ideas to take off.
I have known and worked with people who only understand framework and structure. They’re adept at outlines, at plans and calendar systems. They are intent on planning and order for the sake of order alone. But what good is a structure if nothing is built with it? It becomes a bare skeleton, never fleshed out.
Neither extreme will get you very far. It’s the partnership between those two that creates worlds! And what a partnership it can be! The idea person explains the creative idea, what it means, who it is intended for, what the results would be. The mason can take that concept and develop the structure that would provide the support and plan to actually make something of it that can have real-world results.
Now one challenge can be the “language barrier.” Have you ever conversed with a left-brain IT programmer? Or have you listened to a highly intuitive writer when they’re on a creative roll? Neither of those will communicate well with the other without a bridge.
The moral of this story is that you creative types will benefit from working with a more left-brain foundation-builder, and you left-brained structure folks will benefit from working with those who can flesh out your structure. Choose your team carefully to ensure that ideas don’t die on the vine – the world needs to hear from you!
Have you ever taught a class or workshop and didn’t create any handouts, workbooks, or training manuals because you didn’t know how? Here’s your brief guideline!
Start by looking at your notes or script for the class. Type (or write) the key points you will teach. Under each, in outline format, type the sub-points. For instance, let’s say you want to teach a class on how to create an organic garden. Your key points could include soil, water, light, fertilizer, plants to choose, etc. Under the heading for soil, you might write what key components of the soil should be, nutrients, maintenance, etc.
Be sure to include some form of paper take-away for reference and marketing purposes. Your workbook or handout should include the key talking points (but not all the information you discussed), branding and contact information for your business, and perhaps other resources. Be sure it is professional and attractive in appearance, and reflects the colors and fonts of your branding.
If you are creating an actual workbook that you want students to use during and after class, you may need more expertise than you have, unless you’re excellent at Word or Pages. The workbook should reflect all the considerations above, but also be easy to use. Ensure sufficient space to write, offer open-ended and provocative questions to get students thinking and feeling, and offer clear organization of the material.
This overview of content creation will get you started on creating a more useful and engaging training or class. And when you need more help, you know where to go: LightseedsbyHolly.com!
Think carefully about this – how often during your average day do you explain something to someone? How often do you find yourself teaching something you know, whether related to work or play? Do you realize the wealth of information, experience, guidance that you contain in your mind? Last question: have you ever considered deliberately sharing this with a target audience?
When I self-published my own book, The Spiritual Virtual Assistant, the intent was to encourage and teach others to do what I do – administratively support Lightworkers. The feedback from readers has been wonderful! And now because I have shared a portion of my expertise with a wider audience, I am (rightfully) perceived as an expert in my field.
A book also, of course, serves as a reference tool for the reader. When you write non-fiction based on your experience, it becomes a resource for the reader to refer to again and again – and in the process bringing you and your work back into the conscious mind.
And of course, if you write fiction, you’re offering hours of entertainment, and perhaps enlightenment, to the world.
With the rapid rise in popularity of self-publishing, book publication is no longer a pipe dream. If you choose to obtain a traditional publisher, the initial process can be a great challenge, however once you find an agent and/or publisher, the marketing and sales process is largely off your shoulders. With self-publication, the initial process is simpler and shorter, but because you’re on your own the marketing and sales are part of your process. Do a great deal of research on your options, and be prepared to do your part, whatever you decide.
Bless the world with your thoughts and experience – write a book!
If you work from home as I do, how do you keep your life separate from your work – or do you need to?
Without firm boundaries (working hours, privacy, accessibility) we can too easily become overwhelmed and overworked. It's important to me, and perhaps to you as well, that my spirituality surround and fill everything I do in my work and my home life. However when you work from your home it's important that you not allow your working life to overtake your home life.
For example, your work may rely heavily on phone calls. Do you have set working hours after which you will not accept calls? You should! Do you check your work email 7 days a week? Probably not a good idea.
Give yourself (and your family) the courtesy to honor your everyday life. Your work may be important, but your health, family and friends are your very life.
Welcome! These stories, tips and tricks are intended to help you save time, and be more organized and effective in your work. New items will be added frequently so check back often.