Create a Template in Outlook-Save Time

I am all about efficiency for myself and clients.  If you use Outlook for email and you have standard emails you use to communicate or follow-up regularly, and this is NOT for your email list, save some time and create a template. If you are sending more than 2 of the same email for a process, introduction or whatever, why copy and paste each time?

In support of a client with a marketing campaign who wanted to utilize a standard email to send out to potential clients, I  am utilizing a template to save me time and her money.

Whatever the reason, building a standard email template is quick, easy and yields efficiency. Set it up once, and use the same email template over and over.

Steps:

  1. Determine the specific information that you want on the email. Don’t worry about formatting, just write.
  2. Start the email…open Outlook and select the option of sending a message.
  3. Put the written information into the body of the email.
  4. Format the message…bold, italics, separate paragraphs, insert images…whatever you need for the email to look professional and appealing.
  5. Save As, Outlook Template, create a folder (for organization) and save.

So where is it?

  1. Go to Tools, Forms, choose form.
  2. You should see the folder you created
  3. If not, select the drop down arrow next to “look in
  4. You should see your folder
  5. Select the subject of the email
  6. Your message is now ready to send, all you have to do is add the email address(s).

This should work in whatever version of Outlook that you have…A few steps may be different but it is still pretty generic.  If you would like to see a video that Microsoft put together on these instructions – click here.

What do you think?  If you need help, feel free to ask!

Twitter…What, YOU aren’t on Twitter?

It is amazing to me how often we hear about Twitter now.  If you watch any type of news program, talk show…somehow or somewhere at some point, they are going to tell you how to speak to them or give feedback on Twitter.  Not just TV, but on the radio too!

No, I do not have paid radio in my car so I get to be blessed with all the commercials. I also get to hear all about connecting with someone on Twitter or Facebook.  Hearing it on the radio is a little irritating because I am driving and if I really want the information, I just might have to write and drive.  Heaven forbid texting or typing the information into my phone while driving.  Maybe someone should tell Oprah to focus on the radio stations giving us information and “incenting” texting while driving…

Anyway…today I was walking past the television and the news was on.  They were doing a piece about repairs in the city of Atlanta. The few seconds spoke about potholes and how to report potholes; they asked us to send pictures of them. Of course, they have a website with a form to fill out but that takes time….At the end of the story they gave a twitter address to send information about potholes @atlpotholeI personally LOVE the idea,  sooo many people are not on Twitter…but for those of us that are…it will save us some time vs. filling out a form.  I think it’s brilliant.

What impressed me is that a city thought it important enough to create a Twitter account to fix a problem and make it easy for us…BRAVO for you.

If you are a business, small business, solopreneur…WHY aren’t you on Twitter?  In the past 24 hours I have spoken to “THREE” solopreneurs who aren’t on Twitter…Each one I encouraged them to join Twitter and tell us more about who they are.

You can believe…I will follow up with them and suggest they hire me to manage their Twitter account…after all that is one of my specialties!

So I ask you that are reading this post and DO NOT have a Twitter account…WHY NOT?  Please share with me and comment below.  If you don’t see the comment box, click on the title of this post and page down…there you will see the comment box..I NEED to know the answer!  Thanks for listening!

Umm…Why would you write “How to treat a VA”?

Let me say upfront…I am about to have a little bit of a “rant” and “vent” a few feelings about an article I read and hopefully share a few tips in the process. Maybe it’s just me…but I had to say somethin’…

TIP:  Utilize Google Alerts to keep up with particular keywords that will provide “current” information that is being published about your niche, your industry, or your business.  It’s a great tool!  I personally love “many” tools provided by Google….

ISSUE:  Because of the alert that I have for Virtual Assistants – each day I get a digest in my Gmail when those two words are used….some of it is really great and gives me ideas as well as I am happy for others when they are making things happen for themselves and their business…I love to cheer others on!

I read an article recently that was basically explaining a few things about working with a VA and how to treat them.  Huh?  I’m confused…Are there articles out there about how to treat coaches, or speakers, or internet marketers…they’re business owners too? Don’t get me wrong, I know the article was to inspire/inform/educate BUT setting the expectation that their is a difference is a mistake. I suppose the article was intended to share the “benefits” of hiring a VA…it just did not hit me that way…

We ARE entrepreneurs too and should be treated as such…great-got that.  We are “virtual” staff vs. “in the office staff” and that could be a challenge for some at first…got that.  We are human…ummm got that too, but did that have to be mentioned?

OK…done with this article…not the best article but she was trying, I must give her credit for that.  BUT then…in the information box the person said “to remove ‘menial‘ tasks hire a VA”…uh uh..menial tasks?  Talk about setting an expectation that ALL you provide are “menial” services.

I felt like I was BACK in the corporate world and a clerk!  If we don’t look at ourselves as professional experts…how can we expect others will?  We are MORE than menial…we are crucial business partners of any business that hires us.  In many cases, we make critical decisions for not only our income, but income for our clients.

The uniqueness and beauty of virtual assistants is the variety of skills and specializations many of us have.  I love this community because we are supportive of each other and I must step back and support this person too.

In my own way I am saying to this person…lift your head up and expect nothing but the best.  It’s obvious from reading this article, she has had some degrading experiences with clients, probably because “she” puts it out there that her tasks are menial so she had a client that did not respect her and her abilities.  Just like anything else we do in our personal or business lives—what we put out, we get back…

What are you putting out there?

I am putting out that I am a Business Partner Support Specialist“…that explains what “I” do in support of my current clients.  We partner for success – a win win for BOTH of us!

What do YOU think….share your comments below…let’s discuss! (click the title for the comment box)

How To Create A Writing Routine Like A Professional Writer

I am on a writing journey and looking for ways to help myself…Hopefully these items I am posting will help you as well!

Why create a writing routine?

A writing ritual that you do every time you sit down to write can help prepare your mind for a certain activity.

Just like you probably have a few steps of preparation that you do before going to bed that help signal your mind that it’s time to sleep, so you can also create a routine that will prepare your mind to write.

What time of the day will you write? Here are some suggestions for you:

Morning Writers:

First thing in the morning is a favorite time of day for many professional writers to write. Your mind is alert (after a cup of coffee!), and you’re starting with a clean mental slate. One thing to keep in mind is that writing is a creative activity, so it takes a lot of concentration. Many times it’s easier to concentrate first thing in the morning, because there hasn’t been time for many distractions to pop up yet.

The Quietest Time Of The Day:

For some, early morning is the quietest time of the day. For others, late at night is. If you’re like me and have small children, you may have to look for pockets of time when the kids are occupied in quiet pursuits (nap time, school time, at night after they’ve fallen asleep, or early in the morning before they’ve awakened).

Night Owl or Early Bird?

You may have a certain time of day when you are in peak form and feel more energetic than at other times during the day. Some people are morning people and others are night owls, while still others find their natural groove at other times during the day. If you do have a particular time of day when you are most creative and mentally alert, try writing during that time.

Where Will You Write?

Here are some suggestions for you:

=> Quiet, Clean, and Isolated

Many professional writers thrive in a predictable writing environment that is the same day in and day out. Characteristics of a controlled environment are quietness, cleanliness, and an isolated location. A controlled and predictable environment like this eliminates distractions, calms the mind, and helps the mind focus.

What is the quietest room in your house? Maybe it’s the basement or attic or guest bedroom. Perhaps a walk in closet can be turned into a makeshift writing room, or your back patio can be your work space.

=> At The Coffee Shop

I usually prefer a quieter environment to write in, but I have worked from a cafe before and found the change invigorating! Surprisingly, all the chatter and background noise was not distracting, and I found it pretty easy to focus in on the task at hand.

Especially if you work from home, you may enjoy the change of pace of writing in a cafe. The environment is alive and bustling, and that alone can stimulate creativity and help your mind to focus.

What Is Your Pre-Writing Ritual?

Some suggestions for you:

*Make coffee or tea, then head to your desk.

*Do a crossword puzzle over breakfast, then sit down to write.

*Read the newspaper over a cup of coffee, then start your writing day.

*Have some classical music (or whatever music you like) playing in the background as you sit down to write.

The idea is to have some sort of routine that you do that signals to your mind that it’s time to write. It doesn’t have to be complicated–something as simple as preparing a cup of coffee, then sitting down at your specially chosen writing spot at your favorite time of the day can help you write more efficiently and boost creativity.

Steve Shaw is an article marketing expert, and founder of the popular article distribution service, http://www.submityourarticle.com , used by thousands of business owners. Discover how to use the power of article marketing to reach tens of thousands of potential prospects for your website – download a powerful free report on successful article marketing from http://www.submityourarticle.com/report

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