Get Your Own Coffee: Recent Episodes
Louise Mathieson
Welcome to "Get Your Own Coffee" - the My VA Time's weekly podcast show.Every week, Lou will bring forward topics relevant to you and your VA business with the purpose to educate, empower and encourage VAs all over the world through lived experience. You are encouraged to grab your fav, take some time out of your busy day to establish positive foundations and grow your business.
There are so many options when it comes to productivity tools or project management tools - it's hard to know which one is right for your business!
In this episode, we look through a few of the top ones and highlight the best features as well as letting you know why we have chosen ClickUp as our productivity tool.
Do you often find yourself saying "right tomorrow I am going to really focus and not get distracted!"
I know I do.
My workdays often spiral out of control. Mostly due to myself! This month we are focusing on productivity where I'll share some of the techniques and tricks I use to help me stay on track and on task.
When I thought about this month's topic and nurturing, I thought it would be completely different! It has turned out to be more about relationships than the clients!
Relationships are something that is close to my heart and today I discovered how important it is to nurture our inhouse relationships. Whether that be with network contacts, subcontractors or clients!
Here are my top tips on how to nurture these relationships and why it's important to your business.
We're told to "nurture" our clients and that relationships are important, but what does that look like? How do I know I'm doing it right?
One thing clients know is when you aren't "being yourself" or being genuine, which is why it is important to make sure you are doing you and not trying to copy or do something that isn't authentic to who you are,
In this episode, we talk about why relationships are more important than sales, and how important it is to be unapologetically and unashamedly you!
When you started your journey as a VA, I am sure you had people that were team genius and team lunatic - people who thought it was an amazing opportunity and what you were born to do vs it is the worst idea you ever had.
As we explore our theme nurturing this month, I thought it was important to look at how we nurture ourselves when people offer their opinions of what they think about your journey. How do you respond? Should you let them have buy-in?
This journey isn't for everyone and it is completely YOURS. As daunting as it is, you are responsible for how you steer this ship! AND one of the biggest attributes to your success or failure is how you nurture and look after yourself.
We've all heard the terms "nurture your clients" and the buzz words "welcome series" or "nurture sequence" but what does it actually mean?
Nurture means to care for and protect or the action or process of nurturing someone or something.
Does that really apply to our business? How does that relate to our clients?
It means everything to our business and our clients! Call it another word for customer service. Looking after our clients is the most important thing we can do in our business! Maintaining an active relationship with your customers is crucial to your business's success and growth.
To be honest, I think us VAs actually are born with this trait and most often we are the person that our family would come to for help, or for that ear to listen to, because this quality is just built within us!
This month we'll be taking a look at nurturing and what it means, how you can do it to stand out from the rest, and what it means for you without losing yourself or risking "too" much of yourself.
So grab your coffee and let's dive in!
When my young son has a growth spurt, he gets hiccups and complains that his legs hurt. This is a tell tale sign for my husband and I that he is about to grow!
If only we received the same indication in our business BUT with my experience, we certainly do get growing pains.
This month we are focusing on growth and what it can look like in business. In this episode I discuss how growth can sometimes bring pain, and discouragement and highlight imposter syndrome.
When we grow, things change and this is the same in business. So how do we handle it? What do we do?
This will look different in everyone's business, but let's have an honest discussion about it.
Want to know one of the best marketing tools for your business that is FREE?
Business Awards!
I know ... you are thinking NO WAY! I can't talk about myself or my business! I'm not up there with the others!
I felt the same too, but I have always had the understanding that entering into awards is a great way to;
- Take stock of where you are
- Market yourself and your business for FREE
- Network with others that you may not have had the opportunity to do otherwise
- Gives your credibility in many areas
If nothing else, it allows you to look at how far you have come, your business and personal growth and look at your business from a different perspective.
I know it might feel a bit funny, but in the podcast, I'll let you know 5 reasons why you should consider entering your business into your local, state or national awards!
Growth can look very different for each of us.
A lot of people would associate scaling as business growth, but there are so many other elements to consider.
Growth includes increasing your social media, or perhaps bringing on a team member, changing a system, and everything in between!
Growth can also be financial and strategic.
As you may know, we grew very quickly when we first started our business, and we didn't handle it too well! In this episode, I talk about the key 6 things we did to help us with rapid growth.
Can you believe this is our 50th episode of Get Your Own Coffee?
Wow ...
Never in a million years would I have ever thought I was worthy of a podcast or a membership for that matter! I am so grateful to everyone who has supported me and my dream to provide VAs all across the world with the opportunity to receive some real, raw and tangible advice on becoming a VA.
You've heard me refer to him so many times, so I thought we'd do something special for our 50th episode and bring in the other half of The Administration Agency, my amazing husband Matho.
In this episode, we talk candidly and openly about our challenges, kebabs, and more.
We hope you enjoy it and thank you again for your encouragement and support!
Emilie Pearson CA
Director of Compliance and Tax Advisory – GrowthLogic Advisors
Emilie is a Chartered Accountant and has been working in the areas of Compliance and Tax Advisory for well over 20 years – breaking complex Legislation and Concepts down in understandable ways to allow for better decision making and action.
As a mother of 3 young children, Emilie is passionate about working alongside other mums who are trying to create a better life for both themselves and their families.
If you're like me, finances aren't your strong suit! So preparing for the EOFY can be stressful!
Finances, while I can do them, is something I don't enjoy doing or want to spend my time doing, so we made the decision very early in our business that we would engage a great accountant that took care of most of this for us! AND we also have the fabulous Georgina who takes care of our BAS! (honestly that would just do my head in)
I understand that this isn't for everyone though, and sometimes we can't outsource or don't want to. So for those (#weird) peeps :P here are some tips on how to get yourself ready for the fast-approaching EOFY
How long will this take you? How much time will you need? I didn't think it would take that long!
Sound familiar?
These are some of the questions or statements you will hear from your clients.
Our clients love to know how much time it will take to do something because they want to kind of know how much it can potentially cost.
My favourite is the Í didn't think it would take that long!'
Perception is everything, which is why we need to be very transparent, very clear, and communicate our "time" on projects to make sure that the client is aware of the time. How much time it takes to do something will vary with each and every one of us, it will also depend on how much information you have been provided eg if you're working on content and social media if you are researching or setting up a template suite ... it's all relative and it's all different.
This is when keeping a timer helps as you move from gestimate to an estimate.
Let's hear about how you can manage client expectations and recognise what is enough time.
One of the most frequently asked questions I think we get asked as VAs is "How much time do you need?" or "How long will this take you?"
Keeping a track of our time is vital in our business. It determines almost everything we do!
- How many clients we can take on
- How much to charge clients
- How to invoice
- How to manage our work schedules
- and more
Understanding how to track your time and having the right tools is so important and we are very lucky in our industry that so many options are available for us to do this.
However you choose, or whatever system you have decided to use, it is important that you do it and you do it well!
Let's have a look at why it's important and some of the things that can happen if you aren't on top of it!
We can't take time off we're business owners?
Having time to yourself is extremely important. It allows you to recharge, and just take that much needed break from everything.
But how do you manage it? How can I take time off away from the business?
In this episode, Lou talks about how to effectively take time off away from your business and how to plan for it so that you can actually have a break!
The first podcast for May is here!
This month we are looking at time!
As VA's, time is something we live by. Our jobs are time driven.
During May we will explore why we need to record time, what systems are most effective to do so and what can help us stay on track.
This month we've been talking about "levelling up" and what it looks like in our business, and our own personal lives.
For me this week, I found myself testing +ve for COVID and it hit me and the team hard!
This episode is all about what happens when we are sick and have a business. How do we move forward? How do we get through it? How do we not feel guilty about it?
This month we are talking about levelling up. What that looks like and how we can rise to the challenge.
In this episode, Lou talks about competing priorities and what to do when you feel overwhelmed by your tasks by using micro-steps and pre decision techniques.
It's important to manage your own priorities, and expectations and be firm with your boundaries.
It's not always as easy as that and sometimes we need to be flexible too and have those challenging conversations with clients or family members when we realise we can't deliver.
Let's explore how we can manage these expectations and priorities effectively.
I have to admit, this week nearly broke me.
For the first time in three years, I really felt like giving up.
It was tough. It was heartbreaking and it was a revelation.
The words "level up" came to me and I've been holding onto them for the past 48 hours.
When you need to grow your business or when you are in that growth phase, you aren't told about what's coming. You aren't shown how to transition from the "doer" to the "delegator".
So, this week I am telling you about my very raw and very real experience with leveling up and we will continue to explore for the next few episodes.
We operate out of two zones: Fear or Faith.
Fear has the ability to freeze us and stop us from being who we are called to be and who we want to be.
Faith is having the belief in ourselves no matter what.
Sometimes we operate from both.
Our mindset impacts the way we interact, the way we work and the way we move forward.
Where are you operating from?
Let's take a look into how we can operate with faith and belief, and really grow ourselves and our business.
"I don't belong here."
"I can't do this and it's just a matter of time before everyone finds out."
Sound familiar?
Most of us have experienced feelings of doubt and unworthiness at some point in our lives. But when your accomplishments are a result of your own knowledge, hard work, and preparation and you still feel inadequate ... you're probably suffering from impostor syndrome.
This month we are exploring mindset and the effects it has on us.
This is certainly an area I struggle with ... if I am honest every day! It ALWAYS seems to creep in at some point.
So what can we do about it?
How do you distinguish between your business identity and personal identity?
This is an excellent question and one that often gets confused.
Due to the way that businesses are evolving, people make the mistake of believing that they need their personal identity to be the professional identity they are showing people.
Although it is true that potential clients need to be able to trust you from the very beginning, that does not mean that you need to let them know exactly who you are.
You need to understand your professional identity that is a professional persona that is a mix of very good personal skills and professional skills, while not compromising you as a person.
You need to know how to understand and how to use them both.
What is mindset & how does it affect us?
Some of the most influential people in the history of the universe have proven that their growth mindset helped them reach the final goal to success in their lives. The approach of having a growth mindset where they go beyond what is expected of them, by challenging themselves, makes them more powerful.
In order to create a growth mindset for change and success, you need to develop the qualities and characteristics of a person with a growth mindset.
But how do we do that?
Let's have a look together!
Sometimes things don't go as planned - even with the best system, the best planning ... things sometimes come up.
This is what happened to me this week!
As you know, our MVTers look forward to receiving a monthly eParcel full of goodness to help them along on their journey and as part of their membership in the MVT family.
Unfortunately, this month, sickness took hold and I wasn't able to deliver on this promise.
It sucked and it hurt.
I am NOT one that doesn't deliver ... but something told me that it just couldn't happen and that it was OK. I needed to be honest with myself and I needed to be honest with the MVT family.
And you know what?! Everything continued and everyone lived another day.
Sometimes, even with the best intentions, we won't deliver on what we promise. How do you deal with this? Let's explore the options together.
Welcome Our Guest Kelly from One Awesome Woman
The name speaks for itself really! Kelly is a dear friend to My VA Time and has the ability to calm any storm. Kelly has taken her learnt ability to calm the overwhelm into her business and helped many others along the way.
Starting her business over 4 years ago, Kelly shares with us where One Awesome Woman came from, her passion for helping micro-businesses and her expertise with grassroots Facebook.
Enjoy!
Welcome back! We are a little later than planned but hey ... things happen sometimes right?!
Today's episode is about reflecting on what you achieved last year and recognising that business is like seasons. You wouldn't wear a winter coat in summer hey (well maybe you're like me and would because you're a cold frog) so why don't we share the same mindset when it comes to our business?
We hope that you enjoy today's episode and it gets you thinking about what you want to achieve this year in your business.
As this year comes to a close, I want to encourage you to focus on the positives that you have gained this year, no matter how big or small. Take a moment, reflect, write if you like, and think about all you have done, all you have achieved, all you have transitioned/pivoted and the progress you have made – you may just surprise yourself!
From me, I would like to thank you from the bottom of my heart. Providing help to VAs has been a passion of mine for two years and here we are! 30 odd podcasts, a growing membership and a community that is building. Sure there are lots out there, but I am so proud that I am providing this to you and had the boldness to step out and give it a crack!
I really hope that you are enjoying being part of our community and I would love to hear from you!
I look forward to continuing to provide you with support, guidance and more next year as we take MVT to the next level!
Until then – may you eat too much pudding, may your presents be plenty and may your joy be overflowing this Christmas and New Year.
All good things come to an end, right?
This is also true for your mentoring relationships. As we discussed last week, mentors can be for a short or long period of time or even seasonal.
But what happens when you have got everything you think you need from your mentor?
How do you break up nicely and keep the relationship in case you need them again?
This week, we talk about how to identify when you need to consider stopping with your current mentor and how to do it.
We've all heard the term "mentoring" but what is it and do we really need it in our business?
For me, the answer is YES.
Unlike a coach, we engage mentors specifically for their insight into a particular industry and they guide us to get to the level of business they are at.
Join me as we discuss why you should consider having a mentor for your business.
Come and meet a wonderful lady who we aspire to and absolutely love as a friend, person and mentor!
SJ has worked with Lou for the past 18 months as her mentor and her business has grown and exceeded expectations.
Join SJ and Lou as they discuss how to select a mentor, how to know if the mentor is right for you, the difference between a mentor and a coach, and when you need one!
When I started my business, I found selecting the right tools really tricky!
If I'm honest, sometimes I still go looking for alternatives and shop around a bit because let's face it, subscriptions can add up!
There are two systems that I keep coming back to that are a saving grace in my business. One of these is Trello, of course, and the other is Eversign.
Eversign, is kind of like Docusign, but a whole lot better in my opinion. Why? Have a listen and I'll tell you :)
What process do you follow when you onboard a new client?
Do you even have a process?
What kind of workflow have you implemented?
Having thought about and stringent processes and documentation will assist you when it comes to onboarding your new clients. It will keep you streamlined, so you don't forget any steps, and also keep you looking professional and on top of your game with your new and prospective clients.
Let's have a look!
Can you remember a time where you received exceptional customer service?
What was it? How did it make you feel?
Customer service is a very important and crucial part of our business. It is what sets us apart from our competitors and the very reason why customers engage with us.
But how can you make sure you are offering the best?
Onboarding is one of the most important things you will do in your business, because let's face it ... without clients we don't exist!
But it's not just the onboarding ... in fact the steps you take after onboarding are just as crucial.
Have a listen as I take you through what's important when you onboard your clients.
I've said it many times - TRELLO is an absolute LIFE SAVIOUR in my biz.
I work with it every day to organise my daily tasks.
I use it to collab with clients.
I use it for my family.
EVERYTHING!
We are a huge advocate for Trello here at My VA Time, we encourage you to check it out and consider implementing it in your biz.
Policies and Procedures are the same things right?
No!
Both serve different purposes and neither can exist without the other.
In this episode, we discuss the difference between the two, their purpose and why they are important for your business.
We are so excited to welcome Rachel Travica, Director & Founder of Happie Solutions. Founded in 2017, Rachel has been matching time-poor professionals with expert VAs based in Australia & New Zealand.
Rachel also generously offers her time running an amazing community through Facebook with over 340 members and has an amazing offer to share.
Have you fully emerged yourself in your business or are you still in "side hustle" mode?
Do you have systems? Processes? Policies? Procedures? SOPs?
Are these important in your business?
In this episode, we talk about the importance of these and the impact your mindset has on the success of your business.
What type of mindset do you have when it comes to money?
Abundant vs scarcity?
Our money mindset comes from various influences and it is very unique and completely personal.
In this episode, we talk about what influences your mindset when it comes to money, how to move from scarcity to an abundant mindset, and more.
One of the great dividing questions ...
Personally, I don't but a lot of people do. It really is a personal preference and it depends on your marketing strategy.
There are other ways to communicate your prices to your clients for example, automations through active campaign and more.
Let's explore some options and the pro's and con's together.
We all take time to spring clean our homes when spring comes, but do you spring clean your business?
In this episode, we talk about the benefits of giving your business a spring clean and how it can help you with business growth and development.
We also talk about our great Business Health Checklist!
There are so many things on offer and knowing which one is right for your business and what is the best value for money is really hard.
And if you are anything like me, you are always pulled into the sales pitch of everything and the trials! Oh my goodness the trials!
But, don’t be discouraged. This is the only way we learn right and this is why they exist!
In this week's episode, I talk about what's really important and give you a bit of grace when it comes to what to invest on in your business.
Things that you start with, you won't normally finish with ... and that is the nature of biz!
One of the most challenging things when becoming a VA is knowing what to charge and set your prices at!
This is one of the hardest things to get right, and your business success relies heavily on it!
In this episode we talk about things to consider when setting your pricing, what types of pricing there is and how to make sure your business is healthy.
This week we talk about what is happening around us and provide suggestions on how to cope in these challenging times.
If you need help, remember that there are various resources around that are available and can help.
Join me this week with Lee Doherty from Admin & Co, as we talk about subcontracting!
The good, the bad and the ugly and how it could be a great way to explore the industry and see if being a VA is actually for you?
Lee established Admin & Co five years ago and runs a successful VA/OBM business from Geelong in Melbourne.
Make sure you check her out: www.adminandco.com.au
We are taught from an early age to compare ourselves to others. To compete against each other. When we talk about comparison, it is normally met with negative feelings and feelings of inadequacy, but what if we could turn it into a positive?
This week, Lou talks about comparison and how to turn it into a positive and use it as a learning opportunity.
I am sooo excited to share this month's Tool Of The Month ..
CANVA!
Who doesn't LOVE Canva? I know I do and it is definitely something I couldn't live without in my biz.
I use it for EVERYTHING! Proposals, onboarding, client service agreements, presentations, personal stuff ... you name it I Canva it!
Designed by a graphic designer, Canva has the ability to help you create beautiful and professional documents, that are consistent with your branding style.
Do you have a logo?
Is it really that important to have one?
What about a style guide?
These elements are SO important when it comes to building trust and gaining brand recognition.
You don't have to spend a lot of money designing one, and in this week's podcast, I give you some tips on how you can create your logo without spending a lot of money and creating your own style guide.
This month we dive into the next instalment of our You Series, where we focus on Who Are You?
Are you consistent with your messaging?
Are you clear on your services?
Do you have a clear branding message?
These things are vital to your business as it represents you!
Listen for some practical advice as we workshop how to get you clear on your services and messaging to gain momentum in your business.
As part of our first instalment of our YOU SERIES, this episode gives you some top tips for keeping your mindset in check.
The decision to start your own business is one thing, but the transition to working for yourself is another.
In this episode, I give you some practical tips about how to stay focussed and stay in your own lane - no matter where you are on your journey!
As VAs we are very capable of juggling multiple tasks at once, but sometimes this is a little tricky when everyone is looking to YOU and it's in YOUR own business. This week I talk about what keeps me motivated and on task. I hope that you get some inspo from this!
We are SO excited to welcome our FIRST podcast guest! Founder, Director & Owner of Olive Louise Social and The Belle Evolution, Jess Ndenda joins us to talk on this week's poddy on all things:
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Hippos
-
Glass Balls
-
Frogs in QLD (are not our friends)
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and the realism of overwhelm ... We know you will get some great takeaways from this and we can't wait to have Jess back on the show.
One of the main reasons I started My VA Time was to empower other VAs and share my learned experience. Every month I will introduce a “tool” that has helped me in my business, that you might like to consider in yours.
This month, I’m going back to basics and reveal the power of the old notepad and pen!
Setting up your business is challenging. What insurances do I need? Do I need a bookkeeper? So many things to think about. In this episode, Lou talks about what services are important and what she suggests when setting up your VA biz.
You’ve made the decision – now what?
In this episode, Lou talks about the challenges when you transition from being an employee to self-employed.
Lou explains the importance of positive self-talk and testimonials, along with a “tribe” to help you transition and stay focussed along the way.
This is a crucial time in your journey, you need to make sure your transition from the workforce is intentional and deliberate.
Join us next week when we talk about vital services that are important in your VA business.
Until then, get your own coffee!